> For the complete documentation index, see [llms.txt](https://www.information-architecture.world/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://www.information-architecture.world/wiad-organizer-guide/event-venue/audio-video-setup.md).

# Audio and video setup

Reliable audio matters more than polished video. Assign one person to own A/V on event day. Involve venue technicians early.

Streaming and recordings must follow the [Event rules](/wiad-organizer-guide/getting-started/organizer-responsibilities/wiad-rules.md). Content must be free to viewers. Do not broadcast talks on television or on-demand TV.

### Choose your setup

Match your setup to the room, agenda, and remote audience.

#### Small room

Use a presenter laptop connected directly to the room display. Skip amplification only when every attendee can clearly hear the presenter.

![A/V setup for small spaces](/files/-LnpnFBaTDonkREikxF1)

#### Larger room

Use a venue sound system, microphones, and a mixer. Send presentation audio through the mixer. Avoid relying on laptop speakers.

![A/V setup for larger spaces](/files/-LnpnIvyfNJQYvThvQ0j)

#### Recording or live streaming

Start with the larger-room setup. Add a camera, video capture device, and dedicated streaming computer. Take audio directly from the mixer.

![A/V setup for presentation, live streaming, and recording](/files/-Lnpmnm0J-li31XkAc-d)

![Simple streaming and recording setup](/files/-Lnpn-KIiPQqfElhegBm)

### Plan your audio

Use a handheld microphone for audience questions. Use a lavalier or headset microphone for presenters who move. Keep spare batteries and a backup wired microphone available.

Confirm each audio source reaches both the room and stream. Monitor the stream with headphones. Test presentation videos, music, and remote speakers.

### Record and stream

Use a dedicated computer for recording or streaming. Connect cameras through a compatible capture device. Use reliable wired internet whenever possible.

Software such as OBS Studio can combine cameras, presentation slides, and audio. Test your computer performance before event day. Hardware switchers or encoders can simplify multi-camera productions.

Create the stream in your chosen platform before the event. YouTube Live remains a common option. Use its Live Control Room to configure the stream and confirm its health.

Record a local backup whenever possible. A local recording protects against internet outages.

### Protect speakers and attendees

Tell presenters before recording or streaming their session. Confirm permission to record their slides, demonstrations, and other materials.

Avoid recording attendees without clear notice. Provide captions for streamed content when possible. Share slides or a transcript after the event.

### Run a full rehearsal

Complete a full technical rehearsal at the venue. Test the same equipment, network, and room layout you will use.

1. Test every microphone, camera, display, and presentation laptop.
2. Run a private stream for at least 15 minutes.
3. Check audio levels from a remote device and headphones.
4. Verify slide readability, camera framing, captions, and lighting.
5. Test your backup microphone, recording, and internet plan.

{% hint style="info" %}
Ask the venue for its network details and A/V inventory before the rehearsal. Confirm which equipment and support are included.
{% endhint %}

### Event-day checklist

* Arrive early enough to rebuild the full setup.
* Keep presentation files on a local drive.
* Start local recording before the first session.
* Monitor room audio and stream audio separately.
* Keep the stream link visible on the event page.
* Save recordings and configuration notes after the event.

### Useful resources

* [YouTube Live help](https://support.google.com/youtube/topic/9257892)
* [OBS Studio](https://obsproject.com/)