Livestreaming Events

More and more campus event planners are being asked to livestream their events for online audiences. Here is the step-by-step process for streaming events live. 

STEP ONE

Notify the team

Livestreams are handled by a team of audio-visual and web contacts from multiple Georgia Tech units. The members of the team change depending on where the event is being hosted. Email your team members at least one week prior to the event to give them a heads up.

Click the link below that corresponds to the event location.

STEP TWO

Enable video captioning

Georgia Tech is legally required to caption any video content used on its websites. Read more about Georgia Tech’s web accessibility policy.

For a list of reliable vendors for your event space, click the appropriate link below. For a longer list of transcription and captioning services and systems, please visit Video Captioning and Audio Transcription

STEP THREE

Create (or update) your webpage

Create a webpage for the video. 

Email Darin Givens (Institute Communications web developer) and ask him to create a livestreaming block and a captioning block on your webpage. Darin creates special content blocks that the livestream code will be embedded on. This code is placed “behind the scenes” to protect our websites from security breaches. To create the content block, he will need to have Administrator access to log into your website.
 
If a webpage already exists from a previous livestream video, review the page and make necessary updates.

STEP FOUR

Connect to the livestream

Click the event location link below to see the list of contacts and instructions for setting up and connecting to the livestream.

STEP FIVE

Test the livestream

Click the event location link below to see the list of contacts and instructions for testing that the livestream works prior to your event.

STEP SIX

Wrap up

After your event, there are still a few more steps to take.

  1. For events in the Global Learning Center, a machine-generated transcript will automatically be delivered to you approximately one week after the event. For all other event locations, email Troy Robinson to get a captioned video copy of the livestream. 
  2. After receiving your captioned video recording, you can post it to your website or YouTube (if applicable).
  3. Ask Darin Givens to delete the embed file on your webpage.

The list below provides a breakdown of livestreaming steps organized by campus venue:


Livestreaming Events in Clough Commons

 

Notify the Team

Email/contact the following people to give them a heads up (ideally at least one week prior to your event).

A/V Support
Captioning
  • Carmin Beardsley (Educaption) - will caption the livestream.
    Operations Manager
    p: 800.335.0911 x 703 | carmin@acscaptions.com
Website Support
  • Darin Givens (Institute Communications) – will create special blocks on your website for the livestream and captions.
    Senior Web Developer
    p: 404-894-7052 | darin.givens@comm.gatech.edu
  • Jennifer Tomasino (Institute Communications) – depending on the event, she will publicize it on the homepage of gatech.edu.
    Content Strategist
    p: 404-385-2498 | tomasino@gatech.edu
Post-Event Video
  • Troy Robinson (Institute Communications) - will create a captioned video recording of the event that you can upload to YouTube or embed on your website.
    Assistant Director, Photography and Video
    p: 404-385-0842 | troy.robinson@comm.gatech.edu

 

Create (or Update) Webpage

  • Decide on which website the livestream will live.
  • Create a new page or update your existing webpage with new dates and times.
  • Contact Darin Givens and ask him to create a livestreaming block and a captioning block on the webpage. Darin creates special blocks for the livestream embed code. This code is placed “behind the scenes” to protect our websites from security breaches. To create these special blocks, he will need to have Administrator access to log into your website.

 

Enable Captioning

  • Choose a vendor to handle live captioning. Suggestion:
    Educaption
    Carmin Beardsley, Operations Manager
    p: 800.335.0911 x 703 | carmin@acscaptions.com
  • The vendor will need the following information:
    • A copy of the script or any prep (PowerPoint, speaker names, agenda, etc.). 
    • Details on how they will gain access to the audio (Tip: ask the event location a/v team).
    • Request that the vendor send a copy of the transcript to you after the event.

 

Connect to the Livestream

  • Contact Jassen Ceci.
  • Jassen will send you an embed code (Tip: he’ll send an iFrame version and a script embed).
  • Send it to Darin Givens.
  • Darin will insert this code in the livestreaming block on the webpage.

 

Test the Livestream

  • Contact Ed Bailey to arrange the date and time for a test stream.
  • include Darin Givens on the email chain so that he can be available during the test.
  • Ed will test the feed. Tips: If the test stream doesn’t come through correctly, let him know. He will reset the encoder, which typically fixes the issue. Also, be sure and look at the feed on mobile devices.

 

Wrap Up

  • Contact Troy Robinson to get a captioned video copy of the livestream. 
  • After Troy delivers the video, you can post it to your website or YouTube.
  • If applicable, remind Jennifer Tomasino to remove the Featured Event block from gatech.edu.
  • Remind Darin to delete the embed file. 

Livestreaming Events from the East Architecture Auditorium

 

Notify the Team

Email/contact the following people to give them a heads up (ideally at least one week prior to your event).

A/V Support
Captioning
  • Carmin Beardsley (Educaption) - will caption the live video feed.
    Operations Manager
    p: 800.335.0911 x 703 | carmin@acscaptions.com
Website Support
  • Darin Givens (Institute Communications) – will create special blocks on your website for the livestream and captions. The blocks contain the Livestream Embed Code and are set up to protect our websites from security breaches. Tip: The code is only visible on the back end of the website.
    Senior Web Developer
    p: 404-894-7052 | darin.givens@comm.gatech.edu
  • Jennifer Tomasino (Institute Communications) – depending on the event, she will publicize it on the homepage of gatech.edu.
    Content Strategist
    p: 404-385-2498 | tomasino@gatech.edu
Post-Event Video
  • Troy Robinson (Institute Communications) - will create a captioned video recording of the event that you can upload to YouTube or embed on your website.
    Assistant Director, Photo and Video
    p: 404-385-0842 | troy.robinson@comm.gatech.edu

 

Create (or Update) Webpage

  • Decide on which website the livestream will live. 
  • Create a new page (tip: the alias is usually “[website].gatech.edu/live”) or update your existing webpage with new dates and times. 
  • Contact Darin Givens (Institute Communications web development team) and ask him to create a livestreaming block and a captioning block on the page. Darin creates special blocks for the livestream embed code. This code is placed “behind the scenes” to protect our websites from security breaches. To create these special blocks, he will need to have Administrator access to log into your website.

 

Enable Captioning

  • Choose a vendor to handle live captioning. Suggestion:
    Educaption
    Carmin Beardsley, Operations Manager
    p: 800.335.0911 x 703 | carmin@acscaptions.com
  • The vendor will need the following information:
    • A copy of the script or any prep (PowerPoint, speaker names, agenda, etc.). 
    • Details on how they will gain access to the audio (Tip: ask the event location a/v team).

 

Connect to the Livestream

  • Contact Desmond Gardfrey (in GTPE)
    A/V-IT Support Professional
    p: 404-894-0612 | desmondg@gatech.edu

    He will need answers to the following questions:

    • How many individuals will speak?  
    • Is there an emcee or someone who will give an introduction?
    • Will there be any panel discussions or situations where multiple people are speaking?
    • Will you use slides? If so, are they in 4:3 (standard) or 16:9 (wide screen) format? (Tip: PE recommends 4:3 in room 236 to match the projector screen’s dimensions.)
    • Will any video or audio be played? If so, will it be played from the room computer? Can we test the file in advance?
    • Will a laptop be used? If so, is it a Mac or PC?  What video connections does the laptop have? e.g. VGA, HDMI, Mini DisplayPort, USB C.
    • Is there a Q&A session? (Tip: PE recommends using handheld mics to capture questions.)  
    • Will you have assigned mic runners?  
    • Is it OK to show the audience on camera while a question is being asked?
  • Desmond will send you an embed code (Tip: he’ll send an iFrame version and a script embed).
  • Send it to Darin Givens, who will insert this code in the livestreaming block on the webpage.

 

Test the Livestream

  • Contact Desmond Gardrey to arrange the date and time for a test stream.
  • include Darin Givens on the email chain so that he can be available during the test.
  • Desmond typically sends the Weather Channel or video from one of the classrooms for the test. Tip: If the test stream doesn’t come through correctly, let Desmond know. He will reset the encoder, which typically fixes the issue.

 

Wrap Up

  • Contact Troy Robinson to get a captioned video copy of the livestream. Tip: GTPE will provide a machine-generated transcript approximately one week after the event.
  • After Troy delivers the video, you can post it to your website or YouTube.
  • If applicable, remind Jennifer Tomasino to remove the Featured Event block from gatech.edu.
  • Remind Darin to delete the embed file. 

Livestreaming Events from the Global Learning Center

 

Notify the Team

Email/contact the following people to give them a heads up (ideally at least one week prior to your event).

A/V Support
  • Global Learning Center Manager (assigned to you when you book the room).
  • Desmond Gardfrey (GTPE) - will push the signal and test the live feed.
    A/V-IT Support Professional
    p: 404-894-0612 | desmondg@gatech.edu
  • Ed Bailey (GTPE) - will stream and test live feed.
    Online Media Production Lead
    p: 404-385-4972 | john.bailey@pe.gatech.edu
Captioning
  • Carmin Beardsley (Educaption) - will caption the live video feed.
    Operations Manager
    p: 800.335.0911 x 703 | carmin@acscaptions.com
Website Support
  • Darin Givens (Institute Communications) – will create special blocks on your website for the livestream and captions. The blocks contain the Livestream Embed Code and are set up to protect our websites from security breaches. Tip: The code is only visible on the back end of the website.
    Senior Web Developer
    p: 404-894-7052 | darin.givens@comm.gatech.edu
  • Jennifer Tomasino (Institute Communications) – depending on the event, she will publicize it on the homepage of gatech.edu and link to the livestream. 
    Content Strategist
    p: 404-385-2498 | tomasino@gatech.edu
Post-Event Video
  • Troy Robinson (Institute Communications) - will create a captioned video recording of the event that you can upload to YouTube or embed on your website.
    Assistant Director, Photo and Video
    p: 404-385-0842 | troy.robinson@comm.gatech.edu

 

Create (or Update) Webpage

  • Decide on which website the livestream will live.
  • Create a new page (tip: the alias is usually “[website].gatech.edu/live”) or update your existing webpage with new dates and times.
  • Contact Darin Givens and ask him to create a livestreaming block and a captioning block on the page above.
    • Tip: Darin creates special blocks for the livestream embed code. This code is placed “behind the scenes” to protect our websites from security breaches. To create these special blocks, he will need to have Administrator access to log into your website.
    • Ideally, contact him at least one week prior to your event.

 

Enable Captioning

  • Choose a vendor to handle live captioning. Suggestion:
  • The vendor above will need the following information: 
    • A copy of the script or any prep (PowerPoint, speaker names, agenda, etc.). 
    • Details on how they will gain access to the audio (Tip: ask the event location a/v team).

 

Connect to the Livestream

  • Contact Desmond Gardfrey (in GTPE)
    A/V-IT Support Professional
    p: 404-894-0612 | desmondg@gatech.edu
  • He will need answers to the following questions:
    • How many individuals will speak?  
    • Is there an emcee or someone who will give an introduction?
    • Will there be any panel discussions or situations where multiple people are speaking?
    • Will you use slides? If so, are they in 4:3 (standard) or 16:9 (wide screen) format? (Tip: PE recommends 4:3 in room 236 to match the projector screen’s dimensions.)
    • Will any video or audio be played? If so, will it be played from the room computer? Can we test the file in advance?
    • Will a laptop be used? If so, is it a Mac or PC?  What video connections does the laptop have? e.g. VGA, HDMI, Mini DisplayPort, USB C.
    • Is there a Q&A session? (Tip: PE recommends using handheld mics to capture questions.)  
    • Will you have assigned mic runners?  
    • Is it OK to show the audience on camera while a question is being asked?
  • Desmond will send you an embed code (Tip: he’ll send an iFrame version and a script embed).
  • Send it to Darin Givens
  • Darin will insert this code in the livestreaming block on the webpage.

 

Test the Livestream

  • Contact Desmond Gardrey to arrange the date and time for a test stream.
  • Include Darin Givens on the email chain so that he can be available during the test.
  • Desmond typically sends the Weather Channel or video from one of the classrooms for the test. Tip: If the test stream doesn’t come through correctly, let Desmond know. He will reset the encoder, which typically fixes the issue.

 

Wrap Up

  • Contact Troy Robinson to get a captioned video copy of the livestream. Tip: GTPE will provide a machine-generated transcript approximately one week after the event.
  • After Troy delivers the video, you can post it to your website or YouTube.
  • If applicable, remind Jennifer Tomasino to remove the Featured Event block from gatech.edu.
  • Remind Darin to delete the embed file. 

Livestreaming Events from Klaus Advanced Computing Building

 

Notify the Team

Email/contact the following people to give them a heads up (ideally at least one week prior to your event).

A/V Support
  • Stacy Grayson (College of Computing)
    Event Coordinator
    p: 404-385-8130 | jgrayson@cc.gatech.edu
  • Desmond Gardfrey (GTPE) - will push the signal and test the live feed.
    A/V-IT Support Professional
    p: 404-894-0612 | desmondg@gatech.edu
  • Ed Bailey (GTPE) - will stream and test live feed.
    Online Media Production Lead
    p: 404-385-4972 | john.bailey@pe.gatech.edu
Captioning
  • Carmin Beardsley (Educaption) - will caption the live video feed.
    Operations Manager
    p: 800.335.0911 x 703 | carmin@acscaptions.com
Website Support
  • Darin Givens (Institute Communications) – will create special blocks on your website for the livestream and captions. The blocks contain the Livestream Embed Code and are set up to protect our websites from security breaches. Tip: The code is only visible on the back end of the website.
    Senior Web Developer
    p: 404-894-7052 | darin.givens@comm.gatech.edu 
  • Jennifer Tomasino (Institute Communications) – depending on the event, she will publicize it on the homepage of gatech.edu and link to the livestream. 
    Content Strategist
    p: 404-385-2498 | tomasino@gatech.edu 
Post-Event Video
  • Troy Robinson (Institute Communications) - will create a captioned video recording of the event that you can upload to YouTube or embed on your website.
    Assistant Director, Photo and Video
    p: 404-385-0842 | troy.robinson@comm.gatech.edu

 

Create (or Update) Webpage

  • Decide on which website the livestream will live. Tip: If you require the video to be accessed only by those with GT account logins, contact Jennifer Tomasino (content strategist).
  • Create a new page (tip: the alias is usually “[website].gatech.edu/live”) or update your existing webpage with new dates and times. Tip: Jennifer Tomasino can help with any or all of this process if you need it.
  • Contact Darin Givens and ask him to create a livestreaming block and a captioning block on the page above.
    • Tip: Darin creates special blocks for the livestream embed code. This code is placed “behind the scenes” to protect our websites from security breaches. To create these special blocks, he will need to have Administrator access to log into your website.
    • Ideally, contact him at least one week prior to your event.

 

Enable Captioning

  • Choose a vendor to handle live captioning. Suggestion:
  • The vendor above will need the following information: 
    • A copy of the script or any prep (PowerPoint, speaker names, agenda, etc.).
    • Details on how they will gain access to the audio (Tip: ask the event location a/v team).

 

Connect to the Livestream

  • Contact Desmond Gardfrey (in GTPE)
    A/V-IT Support Professional
    p: 404-894-0612 | desmondg@gatech.edu
  • He will need answers to the following questions:
    • How many individuals will speak?
    • Is there an emcee or someone who will give an introduction?
    • Will there be any panel discussions or situations where multiple people are speaking?
    • Will you use slides? If so, are they in 4:3 (standard) or 16:9 (wide screen) format? (Tip: PE recommends 4:3 in room 236 to match the projector screen’s dimensions.)
    • Will any video or audio be played? If so, will it be played from the room computer? Can we test the file in advance?
    • Will a laptop be used? If so, is it a Mac or PC?  What video connections does the laptop have? e.g. VGA, HDMI, Mini DisplayPort, USB C.
    • Is there a Q&A session? (Tip: PE recommends using handheld mics to capture questions.)
    • Will you have assigned mic runners?
    • Is it OK to show the audience on camera while a question is being asked?
  • Desmond will send you an embed code (Tip: he’ll send an iFrame version and a script embed).
  • Send it to Darin Givens
  • Darin will insert this code in the livestreaming block on the webpage.

 

Test the Livestream

  • Contact Desmond Gardrey to arrange the date and time for a test stream.
  • Include Darin Givens on the email chain so that he can be available during the test.
  • Desmond typically sends the Weather Channel or video from one of the classrooms for the test. Tip: If the test stream doesn’t come through correctly, let Desmond know. He will reset the encoder, which typically fixes the issue.

 

Wrap Up

  • Contact Troy Robinson to get a captioned video copy of the livestream. Tip: GTPE will provide a machine-generated transcript approximately one week after the event.
  • After Troy delivers the video, you can post it to your website or YouTube.
  • If applicable, remind Jennifer Tomasino to remove the Featured Event block from gatech.edu.
  • Remind Darin to delete the embed file.

Livestreaming Events from McCamish Pavilion

 

Notify the Team

Email/contact the following people to give them a heads up (ideally at least one week prior to your event).

A/V Support
  • Andy Blanton (Athletics) – runs the control panel at McCamish Pavilion. He will push the signal from McCamish.
    Assistant Athletics Director, Video and Broadcast Services
    p: 404-894-8312 | ablanton@gatech.edu
  • Bill Naviar (OIT) – Will assist with making sure we are receiving the signal that Andy is sending.
    Video Manager, CATV/RF Specialist
    p: 404-894-3114 | cableguy@gatech.edu
  • Bryan Williams (OIT)
    Senior Systems Support Engineer
    p: 404-385-3969 | bryan.williams@oit.gatech.edu
Captioning (Choose one)
  • Sheryl Ballenger (AMAC) - Her team captions our ceremonies.
    Deaf and Hard of Hearing Manager
    p: 404-894-8679 | sheryl.ballenger@amac.gatech.edu
    (Tips: You can put in advance notice online. Historically, this group isn’t as flexible as Education.) 
  • Carmin Beardsley (Educaption)
    Operations Manager
    p: 800.335.0911 x 703 | carmin@acscaptions.com
Website Support
  • Darin Givens (Institute Communications) – will create special blocks on your website for the livestream and captions. The blocks contain the Livestream Embed Code and are set up to protect our websites from security breaches. Tip: The code is only visible on the back end of the website.
    Senior Web Developer
    p: 404-894-7052 | darin.givens@comm.gatech.edu
  • Jennifer Tomasino (Institute Communications) – depending on the event, she will publicize it on the homepage of gatech.edu and link to the livestream.
    Content Strategist
    p: 404-385-2498 | tomasino@gatech.edu 
Post-Event Video
  • Troy Robinson (Institute Communications) - will create a captioned video recording of the event that you can upload to YouTube or embed on your website.
    Assistant Director, Photo and Video
    p: 404-385-0842 | troy.robinson@comm.gatech.edu

 

Create (or Update) Webpage

  • Decide on which website the livestream will live.
  • Create a new page (tip: the alias is usually “[website].gatech.edu/live”) or update your existing webpage with new dates and times.
  • Contact Darin Givens and ask him to create a livestreaming block and a captioning block on the page above.
    • Tip: Darin creates special blocks for the livestream embed code. This code is placed “behind the scenes” to protect our websites from security breaches. To create these special blocks, he will need to have Administrator access to log into your website.
    • Ideally, contact him at least one week prior to your event.

 

Enable Captioning

  • Choose a vendor to handle live captioning. Suggestions:
    • Educaption
      Carmin Beardsley, Operations Manager
      p: 800.335.0911 x 703| carmin@acscaptions.com
    • AMAC (captions Commencement ceremonies)
      Sheryl Ballenger
      p: 404-894-8679 |sheryl.ballenger@amac.gatech.edu
      (Tip: AMAC requires access to an encoder. At the time of this writing, an encoder is only available in McCamish.)
  • The vendor above will need the following information:
    • A copy of the script or any prep (PowerPoint, speaker names, agenda, etc.). 
    • Details for how they will gain access to the audio (Tip: ask the event location a/v team).
  • Request that the vendor send a copy of the transcript to you after the event.

 

Connect to the Livestream

  • Contact Bryan Williams (in OIT). If Bryan isn’t available, contact OIT’s helpdesk. (Tip: Bill Navier is Bryan’s supervisor and can help out if needed.)
  • Bryan will give you an embed code.
  • Send it to Darin Givens.
  • Darin will insert this code in the livestreaming block on the webpage.

 

Test the Livestream

  • Contact Andy Blanton to arrange the date and time for a test stream.
  • Include Darin Givens on the email chain so that he can be available during the test.
  • Andy will test the feed. (Tips: If the test stream doesn’t come through correctly, let Andy know. He will reset the encoder, which typically fixes the issue. Also, be sure and look at the feed on mobile devices).

 

Wrap Up

  • Contact Troy Robinson to get a captioned video copy of the livestream.
  • After Troy delivers the video, you can post it to your website or YouTube.
  • If applicable, remind Jennifer Tomasino to remove the Featured Event block from gatech.edu.
  • Remind Darin to delete the embed file.