Live

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Watch a livestream on Library Channel’s Vimeo channel
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Videos released on Library Channel can be freely shared on social media, embedded into blogs and websites, and shown as part of events and teaching in Finland and abroad. The recordings don’t have a limited release time and can be watched and listened to without limits. All recordings are released under a Creative Commons license (CC BY-NC-SA). Read more about the license terms on Library Channel’s Frequently Asked Questions page.

The idea of livestreaming and webinars is to make participation in a seminar or training day possible also for people who are interested in the event’s topic but don’t have the possibility to participate on-site. Library Channel wants to help improve geographical equality and reach in training and seminars through its broadcasting.

Making one whole event happen — whether a livestream or a webinar — takes about six work days from the whole Library Channel team. Here’s a checklist to help preparations and the broadcast itself go smoothly, and to get information about the event out to viewers effectively.

Promotion
Many event organisers worry that mentioning the possibility of remote participation will decrease the number of on-site participants. In Library Channel’s experience this worry is unnecessary — attending the event in person still lets people meet and talk to colleagues, while the livestream is a good alternative for those who can’t make it on-site. Remember to promote the possibility of remote participation throughout your marketing process, and spread the word broadly: in newsletters, social media, Kirjastot.fi’s event calendar, and relevant groups and channels. Library Channel also helps promote the broadcast, but the main responsibility lies with the organiser.

Preparations with Library Channel

• Filming and publishing permission from all performers: Every performer has to give permission for their performance to be live-streamed and for the recording to be published afterwards. As part of the preparations, we agree on whether the organiser or Library Channel will request these permissions. If the organiser handles this, Library Channel will provide a document with all the information about the permissions to pass on to performers. If a performer doesn’t give permission for the livestream, there’ll be a pause in the broadcast during their part. If a performer gives permission for the livestream but not for later publication of the recording, that’s fine too — but these restrictions need to be known in advance so they can be communicated ahead of time.
• Same computer for all performers (at in-person events): As a rule, we always use Library Channel’s own laptop, which has all the necessary programs installed. It’s important for the broadcast that all performers use the same computer. Make sure performers deliver their presentations to us in good time (at the latest, the day before the event). Library Channel makes sure the presentation is ready and waiting on the desktop. Also let us know if there’s anything special about a performer’s segment that we should be aware of.
• The event’s programme: Library Channel needs the event’s final programme at least a week in advance. We create graphics for the livestream that show remote viewers the day’s schedule, information about the performers, and ongoing breaks.
• Chat or message board: We go through in advance whether the option to send questions and comments will be enabled, and if so, whether Library Channel opens a chat or the organiser’s own message board is used. We also agree on who will follow the messages and how they’re brought into the event.
• Information about the host: We need information about the event’s host at least a week in advance. This is taken into account in the graphics and planning, and we go through the division of tasks in advance, for example who carries the audience microphone to people asking questions.

Additionally, for events held on-site

• Visiting the venue: Library Channel needs to visit the venue in advance to check the internet connection, sound system, lighting and other technical conditions. This works best if the venue’s technical contact person can join the visit.
• Assembling the equipment: We need three hours to assemble and test our equipment and go through the programme together. For events starting before 11 AM, we prefer to assemble the equipment the previous day — we’ll go through as part of the planning whether the venue needs to be booked for the previous day too. After the event, we need about an hour to pack up.
• Sound system: If the venue has a sound system, can summed audio be taken out of it (an XLR connection is the best option for us)? Does the event have its own sound technician, and if so, we’ll need their contact information.
• Open network port: We don’t stream over wireless networks — the venue needs an open network port with an upload speed of at least 8 Mb/s. Our streaming platform is Vimeo, and we use ports TCP 1935 (RTMP), TCP 80 (HTTP), TCP 443 (HTTPS) and UDP 53. All of these need to be open both inbound and outbound. Note! The network must not require browser login. Contact us if you’re unsure about anything.

At in-person events
It’s helpful if performers at a live-streamed event take remote viewers into account too, for example by greeting them or mentioning that they can send comments and questions. A microphone for the audience is always used at these events, so that remote participants can also hear the audience’s comments and questions. If someone in the audience doesn’t use the microphone for some reason, it’s helpful if the performer repeats the question before answering, so remote viewers are on equal footing with those attending in person.

If you’re planning to use music or videos in your presentation, please let us know in advance, among other things because of copyright.

At webinars
Library Channel always tests the connection and technology with every webinar performer shortly before the event. We use Microsoft Forms to book testing times, and we’ll send an invitation to choose a time at the latest a week before the webinar. If possible, please send your presentation to us before the test, to kirjastokaista1@gmail.com. We’ll also test switching slides remotely. It’s best to do the test from the same location (same network connection, same equipment) as where you’ll be presenting from. Before connecting, always close any extra programs, especially Teams, Zoom and other communication apps.

Recommended technology:

• Wired internet connection, i.e. a network cable connected to the computer
• Headset (a combined headphone and microphone)
• The latest version of Google Chrome