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Webex Events Production Studio Speaker Instructions
Webex Events Production Studio Speaker Instructions

Essentials and best practices for speaking in a Webex Events Production Studio live stream.

Emily van der Harten avatar
Written by Emily van der Harten
Updated over a week ago

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:

  1. 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.

  2. A prompt appears in your browser asking you to grant mic and camera access before entering the "green room". Click Allow.

    The 'Allow' button on the browser prompt to grant mic and camera access.
  3. 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.

    1. Turn your camera off.

    2. Click Change image on the profile image placeholder.

    3. Upload your profile image.

      The "green room" with an arrow pointing from the 'Start Camera' button to the 'Change image' button.
  4. 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.

    The 'Settings' button and the Settings modal.
    • 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.

  5. Enter your full name under the Your name.

  6. Check with the host and ask if they have specific instructions on how to format your Tagline, such as including your organization name, job title, or your pronouns.

  7. When you're ready, click Enter Studio.

    The 'Enter Studio' button in the "green room".

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.

The on stage and off stage messages that appear next to a speaker card.

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.

The three-dot icon menu on a speaker card expanded.

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.

The 'Settings' icon and the Settings modal.

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 mic and camera icons in the Studio controls menu.

The producer may also send you a request to unmute your mic. On the prompt that appears, click Unmute Me to unmute yourself.

The 'Unmute yourself' prompt that appears when a producer requests to unmute a speaker's mic.

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.

💡 Keep in mind, you can select the 'Don't show these tips again' checkbox to go directly to the screen sharing modal the next time you share your screen.

The 'Share Screen' button on the 'Screen sharing tips' modal.

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.

💡 Keep in mind, we recommend sharing only the specific window or tab you want to show in the stream unless you need to switch between multiple applications or tabs.

The screen sharing modal. A window to share is selected.

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. 🙈

💡 Keep in mind, it's usually best to start your screen share right after you join the Studio — even before the stream is live. This lets the host plan ahead and avoid rushing or awkward silences.

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.

A screen card displaying on stage in a Studio live stream.

Click the Stop Sharing button in the control panel when you're done sharing your screen.

Studio Chat

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!

The Group chat tab in the Studio Chat panel.

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.

💡 Keep in mind, you must reply directly to viewers in the live stream. There's no option to type responses to audience interactions in Studio.

The Chat tab of the Audience panel in the Studio.

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.

The X button in the Studio control panel used to leave the Studio.

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!

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