You've built the event in Webex Events. The plan is in place. You know where everything is. You're ready to go! But what about your speakers, moderators, emcees, and caption providers? They may or may not have used Webex Events Streaming before, so getting them familiar with the ins and outs can be crucial to their comfort and success.

This guide shows you how to set up and run a test stream with your speakers, moderators, and captioners — just one aspect of testing your event. Doing a test stream can be great to determine if you want to go with a particular caption provider, or you can even use this process to make a secret stream where you can pre-record Simulive content. 🤫

Before you begin...

Test Stream Setup

You can Go Live multiple times in a single studio, so you can test with the same studio you'll be using on event day. This can simplify coordinating the test with speakers since you don't have to send an additional speaker link for the test. If you'd like to test in the main studio, skip to the next section.

If you'd rather not use the actual live stream due to attendees already being in the event, follow the instructions below to set up a test live stream.

First, go to the Edit Event/Features page of your event, and click Add Feature. Add a Live Stream feature, and click Done. If you want to run a test with multiple different groups of people at different times, no problem! You can go live as many times as you want in a single studio.

Screenshot showing the process just described.

Now, click the Settings (⚙️) icon on the feature, name it something with "Test" at the end, and assign the feature to. If attendees are already using your event, consider creating a hidden Group that's only for speakers and staff so attendees can't see or join the stream. Simply select your hidden group in the Visible To field, and attendees will be none the wiser. 🙂

Screenshot of the Live Stream Settings modal.

Now, click Edit on the test feature, and select Webex Events Streaming by Restream as the Live Stream provider. If you'll be using Chat for your stream, make sure to enable it. Click Save Changes when you're done.

⭐️ Keep in mind, if you're using Webex Events Closed Captions & Translations for one or more of your live streams, be sure to turn it on for your test stream so you can see how they look on the Web App and Mobile App.

Screenshot of the Edit Live Stream Modal with the Live Stream selection set to Restream.

Now, click Edit on the test feature again. You'll see that the Invite Speakers link is now available. Click Copy next to the link field, and then distribute the link and our Speaker Instructions to anyone joining your test session. You can also share this fun video we made to show some common best practices.

⭐️ Keep in mind, you should never share the link that opens when you click Launch Studio. This link is unique per-user and is replaced with a new link every 24 hours for security purposes.

Screenshot of the edit live stream modal. The Copy button is indicated.

Prepare assets

Before you start your test, it's a good idea to load up any banners, logos, overlays, or videos that'll be in use for the actual session. You can enter the studio to upload the assets at any time.

If speakers want to use a virtual background using Restream's green screen studio setting, encourage the speakers to prepare their background in advance and ensure they have proper lighting in their presentation space.

⭐️ Keep in mind, when you upload assets to any session or Live Stream's Studio in your event, those assets will be available in every other Studio! ✅

Run the test

Once you have everything ready, summon your speakers, and click Launch Studio from the Edit window of the Live Stream feature or Agenda session. If there are additional people who'll be controlling transitions, banners, overlays, etc., make sure to invite them to your Webex Events team, then have them click Launch Studio in the test session instead of using the Speaker link.

⭐️ Keep in mind, you can have a maximum of 10 people in the Studio at one time.

Screenshot of the Edit Live Stream modal. The Launch Studio button is highlighted.

We recommend opening the Web App for your event in a different browser tab or device so you can check out how things will look to an attendee. If you have Chat enabled, this will also let you show your speakers how chats can be highlighted in the stream. Be sure to view the stream in the Mobile App as well!

Once everyone is in the stream, give them plenty of time to play around with settings and simply get familiar and comfortable with the space. You can show them how transitions, overlays, banners, and chats work before you click Go Live.

Animated GIF of a user adding a Caption to a stream.

If you mess something up, or want to try something different, don't worry! That's why you're testing. If you need to, just repeat this process to make a new test and try it again.

If you're using this process to pre-record a session, anything that happened in the stream after you clicked Go Live will be recorded and available for download. To access the video and/or audio download, simply click the Download recordings button next to the Go Live button.

Decorative image.

Now you know how to run a test stream. Don't forget to test your event, too!

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