Live streaming from a conference in Warsaw — what is included and what is charged
Streaming a conference is possible almost anywhere. The question worth asking is what the hire already covers and what is charged on top. Here is the split between the venue technician and the camera operator, the line the signal runs on, and the notice we need.
Technician in the hire, camera operator on top
Two columns, two bills. The first is already in the option with technical crew; the second appears only if the event is to be broadcast.
| Venue technician — in the hire with crew | Operator and streaming — charged separately |
|---|---|
| Line array sound and three wireless microphones | Camera and its operation throughout the event |
| LED wall 2300 × 900 px and the slides on it | Vision mixing: framing, cuts, title cards |
| DMX stage lighting set for the camera | Publishing to the platform: YouTube, Teams, Zoom, Vimeo |
| Technical rehearsal inside the booked block | Signal test on the real channel |
| A clean video and audio feed handed over | Recording and, optionally, the edit afterwards |
| Sound engineer at the desk throughout | Second and third camera where the format needs it |
Price: quoted individually. We do not publish one rate, because a single static shot published to YouTube and a three-camera production with an edit are two different services. In an enquiry it is enough to say how many people, how many hours and where the stream should go — we come back with a net figure.
What the signal travels on — fibre, not the guest Wi-Fi
One organiser in ten asks this. All of them should: a stream that drops in the middle of the chief executive's address is worse than no stream at all.
The building is on a fibre line and the broadcast goes over it, not over the network your guests are on. It is the same infrastructure the office tenants use, not hotel Wi-Fi shared between a hundred people. The guest network then stays free for what it is for — phones, laptops and material opened from links during a presentation.
At the technical rehearsal we check three things, in this order: that the signal reaches the destination channel, that the sound from the desk reaches the stream without clipping, and that the camera feed appears in parallel on the wall in the room. Only then is the broadcast ready.
Why our crew runs the broadcast
The question that follows the one about price is usually: can we bring our own streaming company? No — and it is worth knowing why.
The technology in the room is permanently installed and interlinked. The LED wall, the line array, the wireless microphones and the DMX lighting run on a single installation that the venue crew has access to. Letting an outside rig into that would mean taking a working system apart on the day of the event.
The practical consequences are mostly in the organiser's favour:
- no hours of your block spent carrying equipment in — and the goods lift runs in only four windows a day,
- no argument about whose component failed: one team answers for picture and sound,
- the rehearsal covers equipment that team knows, so it takes less time,
- you do not pay twice, once for the venue crew and once for an outside company.
What you can bring is material: the presentation as a Canva link or on a USB stick, an audio track, title cards and logos for the opening card. Formats are listed in the technical specification.
The three that get ordered most
| Format | What it covers | What it suits |
|---|---|---|
| One camera, live | Static shot of the speaker, sound from the desk, one platform | Internal meeting, training for branch offices, a short address |
| Two-camera production | Speaker and wide shot or slides, cut live | Press conference, panel, product launch |
| Production with an edit | As above plus recording and an edited version with cards and logo | Material for further distribution, a brand event |
If the online audience is meant to take part from start to finish rather than simply watch, that is no longer a stream but a hybrid event — and more changes than the camera. We set that out separately in hybrid events in Warsaw.
Questions about streaming a conference
Is live streaming included in the room hire?
No. The hire with technical crew covers the venue technician and the equipment built into the room: the LED wall, the sound system, microphones, DMX lighting, the technical rehearsal and a clean video and audio feed. The camera, the camera operator and the streaming kit are a separate line in the quote. We think that split is fairer than one price for everyone — an event without a stream does not subsidise equipment it will never use.
How much does the camera operator cost?
It depends on the number of cameras, the length of the event and whether you need an edited recording afterwards, so we quote it individually rather than publishing a rate. A single static shot published to YouTube and a three-camera production with post-production are two different services. Tell us what the event is and we come back with a net figure.
Can we bring our own crew and our own equipment?
No. The technical installation in the room is permanent and interlinked — screen, sound, microphones and lighting run on one system that the venue crew operates. That is why the stream is run by our team rather than an outside company with its own kit. In practice it simplifies the day: no set-up of outside equipment, no argument about whose cable failed, and no hours of your block spent carrying things in.
What does the stream actually run over?
The building is on a fibre line, and the stream goes over it rather than over the guest Wi-Fi. It is the same infrastructure the office tenants use. The guest network then stays free for what it is for: your participants' phones and laptops. We confirm the detail with the technician at the signal test.
Which platform can you broadcast to?
Whichever you use: YouTube, Microsoft Teams, Zoom, Vimeo, a webinar platform or an internal intranet. We need the server address and the stream key — or access to the meeting if we are publishing into Teams or Zoom. Please send them the day before at the latest, so the signal test runs on the real channel rather than a test one.
Do guests in the room see the camera feed too?
Yes, and it is worth using. We put the camera feed on the LED wall in parallel, so people in the back rows see the speaker close up rather than from twenty metres. At a panel or a product demo that makes more difference than the stream itself.
How late can we ask for a stream?
A week before the event at the latest. The technician has to schedule a signal test and, if more than one camera is needed, book an operator. Two days ahead can usually still be handled with a single camera, but without a guarantee and without time to test the platform.
Do we get a recording afterwards?
Yes, if you order that line. The raw file is handed over after the event; an edited version — with an opening card, your logo and the pauses cut out — is prepared separately, because that is work done after the event rather than during it. We agree the scope of the edit with the quote.
Pricing, specification and a look round
The price calculator works out the cost of an event; the technical specification lists every number we have about the floor. For the space itself see the meeting room in Warsaw, the room for 100 guests or the event space.
You can see the floor before booking, by arrangement. We answer the phone seven days a week from 07:30 to 18:00; evening and weekend events are arranged individually. Polska wersja tej strony.