Live Stream Planning

Events sponsored by AAD program areas will be considered for live streaming services by the AAD Digital Team and/or events management services by the AAD Events Management Team. 

Everything you need to know about Zoom

Zoom best practices

This guide contains: 

  1. Meetings vs. Webinars

  2. Meetings FAQ

  3. Webinars FAQ

  4. Security, Zoom Bombing, and Copyright considerations

  5. Tips and Tricks

Event interactions:  Under construction ��

Event assets - recommendations

  • Replay a video

  • Slide decks

  • Gifs

  • Optimizing download/upload speeds

Setting up Closed Captioning 

Cornell is currently in the process of deciding on a preferred live captioning vendor. The steps below might change when that is finalized.

AAD uses a service called Recapd (run by the National Captioning Institute). The current cost of live captioning is $165/hour.

Process for submitting a closed captioning request:

  • If you are working with the AAD Digital and/or Events Management team, please let them know that you would like closed captioning services.
  • If you are managing your live stream and would like to assign someone in your group to have access to Cornell's Recapd account to submit requests, please contact Michael O’Neill, Associate Director for Digital Engagement:  Email  |  Teams chat

Below are the steps you need to take to connect your Zoom webinar to its Recapd event:

  1. Add zoom-cornell@ncicap.org as a panelist on your webinar when the webinar is first created.
  2. Copy the unique URL for this panelist and either send it to Mike O'Neill or have your groups Repcad representative add it to the Recapd event.
  3. 30 minutes before the event is supposed to begin, start the webinar.
  4. The host (can't be a co-host) of the webinar needs to click on the "CC Live Transcript" button on the bottom of Zoom and click the "Copy the API token" button in the pop-up window under "Use a 3rd-party CC service".
  5. Send the API token to Mike O'Neill or your group's Recapd rep to add it to the Recapd event.
  6. DO NOT close the webinar once you've copied the API token. It will change if you do.
  7. When the captioner appears in the webinar, please ask them to run a test of the live captions.

Posting your event recording

Video On Demand

Zoom will automatically upload your recording to your account on the Cornell VOD site. You can share your recording using that link if you'd like.

Maestro

If you'd like the recording to be added to Maestro, follow the following steps:

  • Login, on a web browser, to the Zoom account that was used for the event.
  • Click on the "Recordings" tab in the left sidebar.
  • Download the selected video.
  • If you have a College or Unit YouTube or Vimeo account, upload it to there.
  • If you don't have a YouTube or Vimeo account, email the video file to the Communications, Marketing, and Participation (CMP).
    • The video file or the YouTube/Vimeo URL can be emailed to Michael O'Neill, Associate Director for Digital Engagement ( Email  |  Teams chat) or Adam Murtland, Assistant Director of Digital Content ( Email  |  Teams chat).

Capturing live event attendance 

Zoom Meetings

  • Login, on a web browser, to the Zoom account that was used for the event.
  • Click on the "Reports" tab in the left sidebar.
  • For a registration report, click the "Meeting" button in the middle of the screen and select your event.
  • For an attendance report, click the "Usage" button at the top of the screen, find your event and click on the blue number under the "Participants" column. You can download the report from there.
  • Use the information to submit the EMPLs to PeopleSoft as you normally would for any event.

Zoom Webinars

  • Login, on a web browser, to the Zoom account that was used for the event.
  • Click on the "Reports" tab in the left sidebar.
  • Click on the "Webinar" button at the bottom of the screen.
  • In Step 1, click on the "Attendee Report".
  • In Step 2, click on the event.
  • In Step 3, check BOTH boxes and then click the "Generate CSV Report" button.
  • Use the information to submit the EMPLs to PeopleSoft as you normally would for any event.

Maestro Events

  • Contact Michael O'Neill, Associate Director for Digital Engagement ( Email  |  Teams chat) to pull the list of attendees for the event from Google Analytics.
  • Use the information to submit the EMPLs to PeopleSoft as you normally would for any event.

Have more questions about online event technology or production?

Contact Michael O’Neill, Associate Director for Digital Engagement 

Email  |  Teams chat

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