Event procedures

Pre-production

1. Create the following tiles
   • Livestream preroll
   • Technical difficulties
   • Thanks for watching
2. Send event coordinator event guide

Production

Setup

General

1. Mute cell phone and turn off alarms
2. Place on tech station desk:
   • Tissue box
   • Cough drops
   • Water bottle
   • Notepad & pen
   • 9V, AA, & AAA Batteries
3. Lower step-and-repeat banner

Amplification

1. Position table microphones for guests
2. Label mixing board inputs with sticky tabs
3. Test batteries
   • Assisted listening devices 1-4
   • Presentation remote
4. Vocally test mics through room amplification
   • Table mics 1-6
   • Lectern mic
   • Lapel mics 1 & 2
5. Play music through resident PC, test output on:
   • Stereo amplification
   • Assisted listening devices 1-4
   • Audio feed to camera

Presentation

1. Plug in remote
2. Copy presentation files to PC
3. Run Windows update
4. Turn image mute off
5. Open the presentation files

Videography

1. Post area releases on doors
2. For out-house recording:
   1. Connect XLR audio feed to Input 2 on camera
   2. Connect HDMI extender to camera HDMI out
   3. Audio check
3. For in-house recording:
   1. Check front USB capacity
   2. Set the following settings
      • Pan speed: 10
      • Tilt speed: 8
      • Zoom speed: 3
   3. Set recording deck input to back camera
   4. Begin recording in Xsplit and on Crestron five minutes before scheduled event start

Livestream

1. Open network monitor
2. Do speed test
3. Set soft codec input to back camera
4. Test audio levels
5. Prepare event-specific preroll in Xsplit
6. For Facebook:
   1. Navigate to Publishing Tools > Videos
   2. Click "+ Live"
   3. Copy Facebook Server URL to Xsplit RTMP URL
   4. Copy Facebook Stream Key to Xsplit Stream Name
   5. Under settings on Facebook, check "Unpublish after live video ends"
   6. Begin streaming in Xsplit, and preview in FB
   7. Five minutes before event begins, click "Go Live"
   8. When event begins, switch from pre-roll to back camera in Xsplit
7. For YouTube:
   1. Navigate to Live Streaming > Events
   2. Click "Schedule a new event"
   3. Enter event title, description, time, and tags
   4. Uncheck "Automatically start the event..." under Advanced Settings tab
   5. Click "Create Event"
   6. On the next page, select "Single-use" stream key
   7. Copy Stream Name to XSplit
   8. Copy Primary Server URL to Xsplit
   9. Do not begin stream from Xsplit until ready for viewers. Once started, it cannot be ended.
   10. Five minutes before event, start streaming preroll
   11. When event begins, switch from pre-roll to back camera in Xsplit

Overflow

1. Log into http://140.247.110.46/www
2. Go to Configuration > Encoding & Layout
3. Enable streaming for both archive and confidence
4. Connect laptop to projector in overflow room
5. Open network stream on VLC player rtsp://140.247.110.46/extron1
6. Set stream to pull
7. Set VLC volume to 125% and volume on computer to 100%. Adjust Crestron volume as needed.
8. Set VLC to fullscreen and minimal display mode

Workarounds

Q&A

1. Unplug and remove lectern microphone
2. Place wireless gooseneck on podium
3. Plug wireless handheld receiver into lectern mic input

Troubleshooting

No sound in overflow

1. In VLC, go to Audio > Audio Device > Crestron.
2. In Windows, right click volume icon, click "Sounds." Set default playback device to Crestron.

No sound in gallery

1. You forgot to plug the audio cable in in the gallery inputs. It’s ok. It’s easy to forget.

Feedback between live stream and desktop audio

1. Mute Facebook live preview.
2. Mute desktop audio input in Xsplit.
3. Mute desktop audio on computer.
4. Switch to technical difficulties.

No audio from resident PC

1. From Crestron panel, unmute program audio
2. From source switching page on Crestron panel, tap speaker icon on projector so that it turns green.
3. From resident PC, go to sound controls and set the default sound to HDMI.

Camera doesn’t move

1. Set Vaddio to Control A 2 for back camera, or 1 for front.

Stream is black

1. Turn on back camera from Crestron Recording page.
2. Set soft codec to back camera.

Camera jumps to another location suddenly

1. Yeah it’ll do that if you hit a preset button. Stop hitting the preset buttons.

Desktop audio is being broadcast

1. In Xsplit, go to the audio tab of Tools > Settings, and turn on audio preview.
2. Mute desktop audio on broadcast PC.

Audio is doubling

1. In Xsplit, go to the audio tab of Tools > Settings, and set Microphone to none.

Takedown

General

1. Unplug wireless handheld receiver from lectern input
2. Insert and plug in lectern microphone

Amplification

1. Mute all inputs and program audio on Crestron panel
2. Return goosenecks and lapels to dock

Presentation

1. Turn off projector and TV displays
2. Delete presentation and video files

Videography

1. Stop recording in Crestron panel, if in-house
2. Turn off all cameras
3. Remove area release signs
4. Tidily wrap up XLR cable and HDMI extender, if out-house
5. Download file from FTP server

Livestream

1. End both Facebook and YouTube streams
2. Stop streaming in Xsplit
3. Ensure that videos are private or deleted after livestream ends

Overflow

1. From Extron admin page, disable streaming
2. Turn off all cameras

Q&A Workaround

1. Remove tent cards, pens, glasses, etc from panel table
2. Log out of computer and turn off moni-tor

Post-production

Editing

1. Upload recording to Box
2. Send recording to MPC

Publication

1. Upload to YouTube
2. Order closed captioning