Webcast Event Processes

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To: Webcasting > Webcasting exchange > Managing Webcasts

Webcasts can generally be made without significant departure from usual meeting process. There are some considerations that may be worth taking into account.

The presence of a webcast facility at a meeting can become so integrated into regular meeting process that nobody notices it making a difference. At the same time, the presence of a wide audience can have a variety of effects on the way elected representatives conduct themselves.

Where webcasts provide greater opportunities for the public to interact with officials, a more informal format can increase the sense of openness and participation, as long as a basic structure is clearly provided. At other times, a more defined structure may need to be provided, and rigorously maintained.

It is important that all officials and members of the public who are present are aware that a webcast is takling place. In meetings where members of the public are present, it is a good idea to make it clear whether members the public will or will not appear in video webcasts - or if their voices will be heard if they, for example, ask a question.

It is a good idea to keep webcasting equipment and personnel as unobtrusive as possible. Small crews, lightweight gear and attire that is appropriate to the occasion are all useful.

Meetings can have many planned and unplanned interruptions. Producing a smooth webcast in these cicumstances can be difficult.

It is helpful to have someone in the crew who is well-versed in meeting process to assist to keep crew in touch with when sessions, speeches and other events are due to commence and finish.

Webcasting systems should make it easy to pause capture and transmission during breaks. In live webcasts, it is useful to be able to display a message informing viewers when there is a pause and when the process is expected to resume.

Many committee processes go into closed sessions from time to time. At these times, it is important to be able to quickly and clearly signal that webcast transmission has stopped. Walking away from the equipment is a good way to achieve this, provided that you have adequate security arrangements for it.

Finally, it is important to plan in advance for responding to unscheduled interruptions or disruptions to proceedings. Such incidents can provide challenges in balancing openness with control.