Congratulations! You’ve been invited to join a Webex Events Production Studio broadcast as a speaker. Follow this guide to set yourself up for a successful live stream. If your stream host or event organizer hasn't already invited you to a rehearsal session, ask them for one so you're completely comfortable when it's time to go live!
Prepare for the broadcast
If you're joining the broadcast from a network secured with a firewall or web filter, you may need to add the Studio URLs to your allowlist. We strongly recommend you send our domain allowlist article to your IT representative and ask them to add exceptions for all Webex Events Production Studio URLs.
For the best Studio experience, make sure you have the following:
A laptop or desktop computer with a webcam and a reliable microphone. You can also join the Studio using your mobile device.
A second monitor is helpful when sharing your screen.
An up-to-date version of Chrome on your computer or Android device. For iOS devices, use the most up-to-date version of Safari.
A strong internet connection so everyone can see and hear you as clearly as possible. An upload speed of 10Mbps or higher is preferred. If possible, connect your computer to your router with an ethernet cable instead of using WiFi.
We recommend wearing earbuds or wired headphones to prevent audio echoes.
Make sure you don’t use VPN during the live stream.
Join the broadcast
When the time comes, follow these steps to enter the Webex Events Production Studio:
The host should provide you with a link before the stream. Open the link in your browser to go to the Studio "green room", where you can get ready before entering the Studio.
A prompt appears in your browser asking you to grant mic and camera access before entering the "green room". Click Allow.
Now you're in the "green room"! Before entering the Studio, add a profile image that will display when your camera is off in the Studio.
Click the Settings (⚙️) button below the video preview and use the tabs to check Video input, Audio input and Audio output, set light mode or dark mode for the Studio's appearance, and mirror your video.
We highly recommend using wired headphones so you can listen to the other speakers without audio echo in the live stream.
If your internet connection is slow, consider setting your video resolution to a lower quality. You can also change this after entering the Studio if necessary. If you're not sure what to do, ask a host.
Finally, enter your full name under the 'Your name' heading. Check with the host and ask if they have specific instructions on how to format your display name, such as including your organization name or your pronouns.
When you're ready, click Enter Studio.
In the Studio
The host is notified when you enter the Studio, though you won't be visible or audible to attendees until the host starts the stream and adds you to the stage. A panel to the right of your speaker card lets you know if you're on stage.
Studio functionality for speakers
While the host controls when and how your video feed and screen share appear in the stream, there are some Studio elements that you can manage.
Edit name, leave the stage, profile image, and settings
Click the three-dot icon next to your name on your speaker card and select Edit Name to update the name that displays on your speaker card. Click Leave Stage to remove yourself from the stage.
Click the Settings (⚙️) icon on the right side of the Studio to edit the same mic, camera, and quality settings as in the "green room" before you joined the Studio. You can also update your profile image and display name.
Mute video and audio
Click the mic or camera icons below the video panel to mute or unmute them. You can also click the mic icon on your speaker card to mute or unmute yourself.
The producer may also send you a request to unmute your mic. On the prompt that appears, click Unmute Me to unmute yourself.
Share your screen
Click the Share button in the control panel below your speaker card to share your screen. Read the 'Screen sharing tips' prompt, then click the Share Screen button.
Depending on your browser, the screen sharing modal that appears may be a little different than the following screenshot. Most browsers provide the same three options to share your whole screen, a specific window, or a specific browser tab.
If you need viewers to hear your computer's audio, share a specific tab and select the Share tab audio checkbox in the lower left corner of the modal.
If you need to share presentation slides and keep an eye on the Studio at the same time, a second monitor comes in handy. Don't have a second monitor? Open your presentation in Google Slides or SharePoint, then share only that browser tab so you can switch between the presentation and the Studio without showing your audience too much. 🙈
Your screen share appears as a card next to your speaker card, and a panel to the right lets you know whether the host has added your screen share to the stage. When the host adds your screen share to the stage, it displays in the live stream preview.
Click the Stop Sharing button in the control panel when you're done sharing your screen.
The Studio Chat tab lets you send a chat to hosts and speakers in the Studio. Send messages to everyone in the Studio with the 'Group chat' tab, or use the 'Direct chat' tab to have a one-on-one chat with someone in the Studio. These are great if you have technical questions for the host or ideas to share with other speakers during the live stream!
Audience (chat, Q&A, and Polling)
Review attendees' chat messages, Q&A questions, and polling results in the Audience tab if the host activates these for the stream. Before the stream goes live, ask your host for guidance on responding to audience interactions.
During the stream, the host may show a chat message, question, or poll on stage, which appears at the bottom of the live stream.
Leave the Studio
When the live stream is done and you're ready to leave the Studio, click the X button in the control panel at the bottom of your screen, or simply close your browser tab.
If you have any questions about your responsibilities and behavior during a live stream, don't hesitate to contact your host or the event organizer!