What to Know When Hiring a Livestream Technician for Weddings & Events
A Must-Read for Videographers and Event Planners Hiring Technical Contractors for Streaming
When you bring on a livestream technician to support your wedding or event production, you’re investing in a smooth, professional experience for online guests. But to get the most out of this partnership, clear communication and a few key logistics go a long way. As someone who regularly works as a contracted livestream tech for other videographers and studios, here’s what you need to know to ensure everything runs without a hitch.
1. Event Location & Basic Details Before anything else, I’ll need to confirm the exact venue address—especially for spaces I haven’t filmed at before. A simple mix-up in locations can cause major delays, so sending the full venue name and address upfront is a must.
2. General Schedule & Flow You don’t need a minute-by-minute timeline early on, but I recommend sharing a rough idea of when the ceremony, cocktail hour, and reception will occur. This helps me prepare for:
Potential segmenting of the stream (e.g., one link for the ceremony, another for the reception)
Equipment transitions between spaces
Planning around potential downtime (which can be awkward for virtual guests)
3. Camera Compatibility & HDMI Output If I’m connecting to your camera team, I’ll need to know:
The exact camera models (e.g., Sony FX3, Canon R5, etc.)
The HDMI output type (micro vs. full-size)
Whether they can supply a clean HDMI feed (no overlays, no LUTs)
Most modern cameras have this capability, but I highly suggest testing the output to a monitor or TV beforehand. It saves valuable time on the wedding day.
I’ll be attaching a small transmitter (approx. the size of a cell phone) via the cold shoe and HDMI port. Please make sure those ports are available and not blocked by accessories.
4. Output Settings: Keep It Clean & Simple Even if your team is filming in 4K, the HDMI output should be set to 1080p progressive (not interlaced) for best stream quality. This ensures stable visuals with no flickering or tearing for the livestream viewers.
5. Livestream Setup Requirements Here’s what I need to operate efficiently:
A table or designated space near the DJ or AV area
Access to power and, ideally, hardwired Ethernet
Room to set up my Inovativ cart if a table isn’t available
While I always bring a bonded cellular system for redundancy, a hardwired internet connection is the gold standard and offers the most reliable stream.
6. Audio Feed Options For audio, I just need a single feed. Options include:
A split from the DJ or sound team (if they’re already routing to a Zoom F3 or similar recorder)
A direct line from a speaker
As a last resort, I can mic the speaker directly
Whichever method we choose, I’ll make it seamless and discreet.
7. Reception Setup Just like the ceremony, if we’re covering the reception, placing me near the DJ or main AV table is ideal. A 6’ table is great, but I can also operate from my cart if needed. This setup allows for fast transitions, especially if the livestream moves from the ceremony to a different space.
8. Stream Destination Let’s clarify who will be hosting the stream. Will it go live on your studio’s YouTube channel or mine? I can accommodate either option, but confirming ahead of time helps us prepare the correct stream keys and links.
Final Thoughts Hiring a dedicated livestream technician is a smart move when you want a seamless experience for remote guests and minimal stress for your team. With the right coordination, we ensure the live broadcast feels just as thoughtful and intentional as the event itself.
If you’re a videographer, planner, or studio looking for a technical partner, feel free to share this checklist with your team. It’ll save everyone time and make the livestream experience as smooth as possible.
Need a livestream tech for an upcoming wedding or event? Contact me at charles@ckingphotography.com or visit www.CKINGMEDIA.com to learn more.
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