Live stream set rental

What a live stream set is and what you use it for

A live stream set is a connected collection of equipment that broadcasts an event to an online audience in real time. It is not a single stray camera, but a complete chain: picture from one or more cameras, sound taken directly from the venue’s sound system, a vision mixer to switch between sources and an encoder that turns everything into a stable internet stream. These parts work together as one system, and it is precisely that cohesion that determines whether the broadcast looks professional or comes across as amateurish.

You use a live stream set to let people who cannot be there in person still share in what is happening in the room. That might be a presentation you share live with colleagues at other locations, a conference you open up to a wider audience, or a launch you want to show around the world at the very moment it happens. Where a recording only becomes available afterwards, a live stream gives the feeling of being there: people watch as it unfolds and can often respond in real time.

Live streaming and hybrid events

A live stream set is also the foundation for a hybrid event, where part of the audience is in the room and part follows along online. The difference with a pure broadcast is that a hybrid set-up serves two audiences at once. The people in the room enjoy an ordinary event, while online viewers take part through the stream and sometimes interact via chat, polls or questions. That calls for a set that not only broadcasts well, but also translates the picture and sound from the room neatly to the screen at home.

When to use a live stream set

A live stream set comes into its own whenever your reach is bigger than the room. As soon as part of your audience is watching remotely, streaming is the way to reach everyone at the same time.

Concrete events

• Presentations and conferences: at a presentation or conference you often want to share the content more widely than just with those present. A live stream set brings speakers and slides into sharp, clear view for the people watching from elsewhere, so they too take in the core message.
• Hybrid events and live streams: this is the most obvious application. At a hybrid event or live stream you serve an audience in the room and an audience online at the same moment, with interaction between the two groups. The set is the beating heart of the production.
• Product launches: at a product launch you often want to show the reveal as widely as possible. With a live stream you reach press, partners and clients who cannot attend, precisely at the moment the product is unveiled.
• Corporate events: from a shareholders’ meeting to an internal kick-off, at a corporate event you use a live stream to let branches, remote workers or international colleagues watch along without having to travel.

For each of these situations we decide in advance how many cameras are needed, which sources should appear on screen and what interaction you want with the online audience. That way the set fits your programme exactly.

The technology: layout, connection, set-up and operation

A good live stream is above all a matter of a reliable chain and careful preparation. The components are straightforward, but the way they work together determines the result.

Cameras and layout

We start with the picture. Depending on your event we work with a single camera for a compact broadcast or with several cameras for a more dynamic result. A second or third camera lets you switch between a wide shot of the room, a close-up of the speaker and a detail shot, for example of a product or a demonstration. We place the cameras on tripods or a stable rig, at a height and angle that give a natural image and that do not block the view of the audience in the room.

Sound from the room

For a live stream, sound is at least as important as picture. Online viewers tend to drop off most when the sound is hard to follow. That is why we do not take the audio signal from the room with a camera microphone, but directly from the sound system, so speech comes through clean and clear in the stream. Wireless microphones for speakers, a feed of music or video and the sound of any questions from the room are mixed into one clear audio mix, tuned precisely to the online audience.

Vision mixer, encoder and connection

The heart of the set is the combination of vision mixer and encoder. With the vision mixer the operator switches smoothly between the cameras and the presentation slides, and adds a name caption or logo where wanted. The combined picture and sound mix then goes to the encoder, which turns the signal into a stable stream and broadcasts it to the chosen platform. We take care of the cabling between all the components and ensure the right resolution and aspect ratio, so the picture fills the viewer’s screen neatly.

Internet, set-up and testing

The internet connection is the backbone of the broadcast. We check in advance which connection is available on location and test whether the upload speed is sufficient and stable. Where the fixed connection is uncertain, we set up a mobile internet back-up, so the stream keeps running if the main connection drops out. During the set-up we connect all the components and tuck the cables away neatly. Then comes a full test: we start a trial broadcast, check picture sharpness, colour and framing, listen through the audio mix and watch on a second screen exactly as the online audience receives the stream.

On-site operation

During the event our technician operates the set. They switch between cameras and slides, keep the audio mix in balance, monitor the stability of the stream and step in immediately if anything strays. That way you only have to focus on your programme and your audience, while the broadcast is in trusted hands.

Points to watch specific to a live stream

A live stream has its own considerations that differ from an ordinary picture set-up in the room. It is exactly these points that determine whether the broadcast runs smoothly.

Light in the room and visibility for the camera

What the eye sees perfectly well in the room is often not enough for a camera. A camera needs more and more even light to produce a sharp, true-to-colour image without noise. Speakers and the stage therefore need to be lit well and evenly, without harsh shadows or backlight from bright windows. We tune the lighting to what the camera needs, so the picture in the stream looks clear and professional while remaining pleasant for the audience in the room.

Intelligibility for the online audience

Online viewers do not have the atmosphere of the room around them; they only hear what comes out of the stream. That is why a clean, well-balanced audio mix is crucial. We make sure speech always rises above music and room noise and that no distracting background sounds creep in. A question from the room that can only be heard on the spot, we repeat or pick up with a microphone, so the online viewer does not miss the context.

Stability and back-up

A live stream has only one chance: it happens live. That is why we build in redundancy wherever possible, such as a second internet connection and an extra recording as a safety net. We monitor the stream continuously, so we can step in immediately if there is a glitch. This preparation is exactly the difference between throwing something together yourself and a broadcast you can let run with complete peace of mind.

Combining with sound, light and effects

A live stream set never stands on its own. It forms the core of a complete video production in which picture, sound and light are attuned to each other, both for the room and for the camera.

Good sound is perhaps the most important part of a stream. The online viewer will forgive a simple picture sooner than poor audio. We take the sound directly from the venue’s sound system and mix a separate stream mix, so speech, music and video clips reach the viewer clearly and at the right level, independent of how it sounds in the room.

Lighting also deserves extra attention for a live stream, because a camera is more demanding than the eye. We provide even lighting of speakers and stage and prevent backlight or harsh shadows that spoil the picture. For a powerful moment, such as the reveal during a launch, we can give the image extra impact with special effects that come across just as well on the stream. That way the whole production works as one, in the room and online.

Practical tips

• Decide early where your online audience will be watching. The choice of platform and whether or not the broadcast is private determines how we set up the encoder and the stream.
• Share the running order in advance, so we know exactly when each camera or source should appear on screen. A well-prepared broadcast looks far calmer than loose improvisation.
• Count on sufficient and stable internet. Ask us early to look at the connection on location, so we can arrange a back-up in good time if needed.
• Think about interaction with the online audience. If you want chat, questions or polls, we take that into account in the set-up so viewers at home stay closely engaged.
• Test together with us during the set-up. We show you on a second screen how the stream looks to the viewer, so you know in advance that picture and sound are right.

Request a quote

Would you like to hire a live stream set to broadcast your event, conference or launch live in or around Amsterdam, or to make it hybrid? HuurAV takes care of the complete chain, from cameras, sound and vision mixer to encoder and internet, including set-up, connection, a full test and on-site operation. We think along about the number of cameras, the lighting for the camera, the audio mix for the online audience and a reliable connection with back-up. If you would rather collect and set up individual equipment yourself, you can arrange that online through SpeakerVerhuur.nl. Tell us what you have in mind and request a no-obligation quote, and we will put together a tailored proposal.