Embedded Files
Live Production Services
CE21 LIVE PRODUCTION SERVICES
PRE-EVENT GREENLIGHT CLARIFICATIONS
PRE-EVENT GREENLIGHT CLARIFICATIONS
VENUE PERMISSIONS & UNION RESTRICTIONS
VENUE PERMISSIONS & UNION RESTRICTIONS
Please confirm with your venue manager that 3rd-party videographers are allowed to operate on-site without local union restrictions or hidden venue fees. (This is particularly common in major cities like New York, Chicago, and San Francisco).
Suggested Question for Your Venue Contact:
"We are hiring an outside videographer (CE21) to record and live stream our sessions. Are third-party videographers permitted in your facility, and are there any associated union rules or fees?"
EARLY ROOM ACCESS (2 HOURS PRIOR)Â
EARLY ROOM ACCESS (2 HOURS PRIOR)Â
Our videographer requires full access to the event space at least 2 hours before the scheduled start time to set up, test equipment, and run audio/network checks - especially on the first day of any multi-day projects.
Please verify room access times with your venue sales manager in advance—especially for morning events starting before 8:00 AM.
SINGLE ROOM CONSOLIDATION & ROOM CHANGESÂ
SINGLE ROOM CONSOLIDATION & ROOM CHANGESÂ
To maximize coverage and keep production costs low, all presentations should ideally take place in a single designated event room.
Important Note on Room Changes:
Please inform CE21 before quoting if your schedule involves room changes (either during a single day or across a multi-day event). Room transitions require extra teardown/setup time and will impact your project quote.
CLIENT PROVIDES THROUGH EVENT VENUE
CLIENT PROVIDES THROUGH EVENT VENUE
LOGISTICS
LOGISTICS
Union Clearance: Confirm the venue is free of 3rd-party AV restrictions and union conflicts.
Single Room Hosting: Consolidate recorded presentations into a single room. (Please consult CE21 in advance if mid-day room moves are unavoidable.)
Early Room Access: Guarantee videographer access to the room at least 2 hours prior to the scheduled program start time.
Dedicated Presentation Laptop: Provide a single Windows PC laptop (positioned at the podium/front of room) with all slide decks and presentation software preloaded before the event begins.
Room Layout: Share the venue floor plan or room diagram with CE21 as soon as it becomes available.
EVENT ROOM AUDIO
EVENT ROOM AUDIO
Please arrange for the venue or AV provider to supply the primary room audio for all speakers and presentations.
Required Audio Elements:
Microphones: Wired or wireless mics for all active speakers/panelists.
Laptop Audio: Auxiliary connections if presentations include video or audio clips.
Audio Mixer & PA System: An accessible analog audio mixer and room amplification (ceiling speakers or powered speakers).
Audio Restrictions (Avoid These Setups)
To ensure your web stream has clear sound, please ensure the venue does NOT use:
Unmanned Digital Mixers: Digital mixing boards (vs analog audio mixer) require a dedicated, paid 3rd-party AV technician (e.g., Encore) on-site to operate throughout the event.
Processed Audio Feeds: Audio feeds sent to our videographer must be "clean"—free from heavy signal compression, limiting, or noise gates that distort the live stream audio.
Integrated Rack-Mount / Wall-Panel Audio: Integrated, automated venue systems (most common in university classrooms, lecture halls, or dedicated corporate training centers) are often locked, inaccessible, or lack manual volume control and mute options.
Copy & Paste for Venue AV Staff if No Dedicated AV Sound Technician Arranged:
Our 3rd-party videography team requires an analog audio mixer placed directly at the videographer's tech table. The mixer needs to feed a clean, raw audio signal (no heavy compression or noise gating) for our broadcast. Please confirm the event room uses an accessible analog board rather than a digital mixer or an integrated audio rack system embedded in a wall or closet.
EVENT ROOM INTERNET | LIVE WEBCAST
EVENT ROOM INTERNET | LIVE WEBCAST
For live webcasts, a dedicated hardwired Ethernet connection is strongly recommended for stream stability. While Wi-Fi-only venues are workable, a wired connection should always be prioritized where available.
VIDEOGRAPHER TECH AREA
Arrange a wired Ethernet connection at the videographer’s table for the production laptop.
Required Speed Test Results: A standard shared connection is completely fine—no need to purchase an expensive "dedicated line." However, speed test results on-site within the event room should yield a reliable minimum of 20 Mbps upload and download.
PRESENTATION LAPTOP (TYPICALLY FRONT-OF-ROOM)
Arrange premium Wi-Fi for the podium/presentation laptop.
Note on Venue Wi-Fi: Premium Wi-Fi packages bypass basic, congested attendee networks to ensure better connectivity. Venues typically offer this upgrade for a nominal daily fee (~$30/day).
Videography Only Projects (Click to Expand)
Videography Only Projects (Click to Expand)
For videography-only projects (recording without live streaming to remote attendees), event room internet is still required for local production tasks.
VIDEOGRAPHER TECH AREA
Arrange premium Wi-Fi for the videographer's production laptop.
PRESENTATION LAPTOP AREA (TYPICALLY FRONT-OF-ROOM)
Arrange premium Wi-Fi for the podium/presentation laptop.
Note on Premium Wi-Fi: Venues typically offer premium Wi-Fi packages (~$30/day) that bypass congested attendee networks to guarantee reliable connectivity.
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Why Internet Is Required for Videography-Only Projects:
Why Internet Is Required for Videography-Only Projects:
Videographer Production Laptop (Connection #1):
Remote Quality Control: Allows the CE21 team to remotely monitor setup, run audio checks, and troubleshoot live to guarantee production success.
Cloud Backup: Provides a real-time redundant backup recording to the cloud to additionally protect your content.
Presentation Laptop (Connection #2):
Wireless Screen-Share Redundancy: While our primary slide capture relies on a direct physical cable, internet access powers an automated, browser-based backup link. If a cable, splitter, or port experiences a hardware failure, we instantly switch to a wireless feed with zero downtime.
EVENT ROOM PROJECTOR / DISPLAY
EVENT ROOM PROJECTOR / DISPLAY
The event room projector or display system must support a digital HDMI connection.
HDMI Required: Modern digital screen-capture requires an HDMI input.
Legacy VGA Warning: Older, analog-only VGA systems are incompatible with our slide capture hardware. (While legacy VGA-only projectors are rare, please confirm your venue uses standard HDMI before event day.)
Copy & Paste for Venue Contact:
"Please confirm that the event room projector/display setup connects via standard HDMI. Our videography team's screen-capture hardware requires an HDMI input and cannot connect to legacy VGA-only systems."
VIDEOGRAPHERÂ TECH AREA
VIDEOGRAPHERÂ TECH AREA
RISER & TABLE SETUP
RISER & TABLE SETUP
Videographer Riser (Staging): Provide a 1' to 2' high riser strictly for the videographer tech area. Ideal dimensions are 4' x 6', 4' x 8', or 6' x 8'.
Table & Seating: Place one 6' classroom-style table and one chair on top of the riser.
Buffer Zone: Maintain 5 to 6 feet of clear space in front of the riser. The camera tripod sets up on the floor in front of the stage to prevent camera shake from footsteps on the riser.
POWER
Dedicated Power: Provide an extension cord running to the tech riser, terminating in a multi-outlet power strip.
INTERNET
Ethernet Run: If hardwired internet was ordered, route an Ethernet cable from an active wall/floor port directly to the tech riser table.
VIDEOGRAPHER TECH AREA | 🎚️ EVENT ROOM AUDIO OPERATED BY CE21
VIDEOGRAPHER TECH AREA | 🎚️ EVENT ROOM AUDIO OPERATED BY CE21
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Prior to production, the venue AV technician will set up and test all room audio. Once testing is complete, the venue tech will be on call, handing over active volume adjustment and recording level management to the CE21 Videographer.
AV Hardware Placement (At Videographer Table):
Location: Place all audio gear directly on the 6' classroom table on the videographer riser.
Wireless Receivers: Position all applicable wireless microphone receivers on the table.
Analog Mixer: Supply an appropriate 8 to 24-channel analog audio mixer.
Signal Routing Requirements:Â
Inputs: Route all sources (microphones, presentation laptop audio) into the analog mixer.
PA Output: Route main outputs to the room amplification system (wall patch, house PAs, etc.).
Recording Feed: Provide an open, problem-free auxiliary output (such as an Aux Send) dedicated to the videographer's stream/recorder.
Important: If the venue cannot supply an ANALOG audio mixer for this table, please notify CE21 immediately!
Important Notice & Liability Waiver:
Audio Responsibility: CE21 and its assigned videographers are not liable for in-room or webcast audio issues resulting from unmonitored room audio setups when a dedicated venue audio engineer is not present.
High-Profile Events and/or 5+ audio sources: For mission-critical events, high-profile presentations, or setups requiring 5 or more audio sources/microphones, CE21 strongly recommends hiring a dedicated, full-time audio technician to manage the soundboard throughout the event.
VIDEOGRAPHER TECH AREA |🎚️ EVENT ROOM AUDIO OPERATED BY DEDICATED AV STAFF
VIDEOGRAPHER TECH AREA |🎚️ EVENT ROOM AUDIO OPERATED BY DEDICATED AV STAFF
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During the production, a dedicated venue/3rd-party audio technician will actively manage all soundboard levels for both the event room and the feed sent to the CE21 Videographer.
Setup Requirements:
AV Tech Placement: The audio engineer’s mixing station should be positioned immediately adjacent to or near the Videographer tech area.
Audio Line Run: Route a dedicated XLR cable (Aux Send output) from the venue's audio mixer directly to the videographer's riser.
Audio Processing Guidelines (Noise Gates):
This issue is somewhat uncommon in hotels or conference centers, but is more common in university classrooms or integrated venue systems.
Clean Feed Required: Please ensure NO noise gates are applied to the auxiliary feed sent to the videographer.
Why This Matters: While a noise gate may work for room speakers—where ambient room sound masks the gating—it creates harsh, noticeable audio cutoffs on a live webcast feed.
Fallback: If a noise gate cannot be completely bypassed or disabled on the aux output, please set the threshold significantly lower/less aggressive than standard room settings.
OPTIONAL - STAGE LIGHTING
OPTIONAL - STAGE LIGHTING
The vast majority of CE21 events operate using ambient venue lighting (overhead fixtures, chandeliers, wall sconces) without supplemental stage lights. However, adding dedicated stage lighting significantly improves video quality, as standard conference rooms are typically dimmer than camera sensors prefer.
Standard Room Lighting vs. Dedicated Stage Lighting:
Video Clarity: In ambient room light, the camera must boost digital gain to compensate, which introduces visual noise and graininess. Dedicated stage lighting allows for a lower gain setting, producing a crisp, clean image.
Visual Contrast: Ambient room lighting creates flat, dull video. Dedicated lighting adds dimension and warmth, making the presenter stand out clearly from the background.
Budget & Practical Considerations:
Dedicated stage lighting is an optional venue add-on that incurs extra costs (either directly through the venue or via a 3rd-party AV vendor). Stage lighting works best for presenters who remain at a podium or on stage. If your speakers frequently walk through the audience or wander around the room, fixed stage lighting will be ineffective.
left image respresents no stage lighting w/ a a flatter image. right image represents stage lightingÂ
CLIENT PROVIDESÂ
CLIENT PROVIDESÂ
A SINGLE WINDOWS PRESENTATION LAPTOPÂ
A SINGLE WINDOWS PRESENTATION LAPTOPÂ
 Please arrange for a single, dedicated presentation laptop (typically positioned at the podium/front of the room) to host all slide decks throughout the event.
No Laptop Swapping: Presenters must not plug in personal laptops or swap out the presentation machine between sessions.
Prevents Technical Delays: Swapping machines disrupts cable connections, resets display resolutions, and creates mid-event technical delays that can compromise the live stream and recording.
Important: If your event schedule strictly requires presenters to use their own personal laptops, please contact reid@ce21.com in advance to discuss alternative workflow options.
 Arrange for a single, dedicated presentation laptop (positioned at the podium/front of the room) for all slide decks throughout the event.
Presentation Laptop Requirements:
Operating System: A Windows 10 or 11 laptop is strictly required for all presentations.
Note on macOS: Mac laptops are not recommended for single-operator setups due to display output quirks.Exception: A Mac OS laptop is allowed if the event has a dedicated, on-site AV technician (e.g., Encore) assigned to actively manage the event room and video switching throughout the day.
Unmanned Setups: If no dedicated AV staff is present, the client assumes all operational risks and potential technical delays associated with using a Mac presentation laptop.
System Performance: Must be a modern, reliable machine (purchased within the last 5–6 years) capable of handling HD video playback and video conferencing without lag.
Room Availability: Must be set up and available in the event room at least 60 minutes prior to the daily start time.
File Organization: All slide decks (PowerPoint, Keynote, PDFs) must be pre-loaded into a single "Presentations" folder on the desktop. Please keep a USB flash drive on hand for last-minute speaker updates.
Network Connection: Must be connected to the venue's premium Wi-Fi network.
Display Output: Must feature a verified, working built-in HDMI port or a tested USB-to-HDMI adapter.
Required Software: Must have Microsoft PowerPoint (or applicable presentation software) and Google Chrome pre-installed.
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