How to Live Stream a Board Meeting

The ability to live stream board meetings, whether it’s an annual meeting, a quarterly update, or a critical decision-making session, has moved from a nice-to-have to a must-have. Organizations, schools, and businesses of all sizes are embracing live streaming to boost transparency, foster engagement, and ensure that everyone, regardless of location, can participate in the conversations that matter most.

But how do you actually live stream a board meeting? What options are available, and which platform is best for your needs, especially if privacy and simplicity are top priorities? Let’s dive in.

Why Live Stream Board Meetings?

Live streaming your board meeting isn’t just about keeping up with technology trends. It’s about creating a more inclusive, transparent, and accessible environment for all stakeholders.

Here’s why live streaming your board or annual meeting is a great idea:

• Increased Engagement: Broadcasting meetings invites participation from those who can’t attend in person: remote employees, stakeholders in different time zones, or community members with mobility challenges.
• Enhanced Transparency: A live stream board meeting allows everyone to witness discussions and decisions in real time, building trust and accountability.
• Accessibility: Captioning, translations, and on-demand viewing make meetings accessible to a wider audience, including those with hearing impairments or language barriers.
• Convenience: No more scrambling to find a seat in a crowded room or traveling long distances. Anyone can tune in from their device of choice.
• Record Keeping: Most platforms automatically record the meeting, making it easy to review or share later.

“Livestreaming board meetings brings many advantages to the board and to its community. Boards that have taken the leap have found that livestreaming has increased community engagement and enhanced transparency around decision-making and the way the board conducts its business.”

Live Streaming Options: Which Platform Should You Choose?

When it comes to live streaming a board meeting, you have several options. The right choice depends on your audience size, privacy needs, technical comfort, and the level of interaction you want.

Let’s break down the most popular solutions.

1. Zoom: The Ubiquitous Video Conferencing Tool

Pros:

• Widely used and familiar to most participants
• Supports live video, screen sharing, and chat
• Allows for hybrid meetings (in-person and virtual attendees)
• Can be integrated with YouTube or Facebook for broader broadcasts

Cons:

• Not inherently private: links can be shared, and “Zoom bombing” is a risk unless properly secured
• Requires participants to download the app or use a web browser
• Managing large meetings or integrating agendas can be clunky

How it works:
You can schedule your board meeting in Zoom and invite participants via email or by sharing a link to the meeting. For public comments, participants can be admitted from a virtual waiting room.

2. YouTube Live: Public Broadcasting Made Easy

Pros:

• Free and easy to set up with a Google account
• Supports unlimited viewers
• Streams are automatically recorded and saved for later viewing

Cons:

• Public by default, anyone with the link can watch
• Limited privacy controls
• Viewers need a YouTube account to participate in chat
• To live stream from your phone, you need at least 50 subscribers

How it works:
Set up a YouTube channel, click “Go Live,” and share the link with your audience. You can embed the stream on your website or share it via email.

3. EventLive: The Best Choice for Private, High-Quality Board Meeting Broadcasts

If privacy, simplicity, and control are your top priorities, EventLive is the ideal platform to live stream your board meeting or annual meeting.

Why Choose EventLive?

• Private Streaming: Only those with your unique link can access the stream. You can add password protection or require email registration for extra security.
• No Downloads Needed: Viewers don’t need to install anything or create an account, just click the link and watch.
• Unlimited Viewers: No cap on how many people can tune in, making it perfect for large organizations or associations.
• Simple Setup: Go live in minutes using your phone, tablet, computer, or even professional cameras.
• High Quality: Enjoy HD video and clear audio: no more pixelated, laggy streams.
• Interactive Features: Live chat, guestbook, and real-time notifications keep your audience engaged.
• Automatic Recording: Your broadcast is saved online for a year, so anyone who missed it can catch up later.
• No Ads, No Distractions: Unlike social platforms, your audience sees only your content: no pop-ups or unrelated videos.
• Respect for Privacy and Copyright: Your stream isn’t indexed by search engines, and you control who watches. Plus, you avoid copyright headaches common on public platforms.

How Does EventLive Work?

• Create an Event: Sign up, enter your meeting details, and customize privacy settings.
• Invite Attendees: Share a private link via email, text, or your organization’s portal.
• Go Live: Use the EventLive app on your phone or tablet, or connect a computer/DSLR for a more professional setup.
• Review: Download the recording or share the replay link after the meeting.

“EventLive was specifically designed with privacy in mind. Unlike social media platforms where content can be easily discovered and shared, EventLive creates a secure environment for your private broadcasts.”

Set Up your Live Stream in a few clicks!

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Tips for a Successful Board Meeting Broadcast

• Test Everything in Advance: Run a test stream to check audio, video, and internet stability.
• Prepare Your Agenda: Upload supporting documents or slides in advance if your platform allows.
• Communicate Clearly: Send reminders with joining instructions and troubleshooting tips.
• Assign Roles: Have someone manage the stream, monitor chat, and handle technical issues.
• Ensure Privacy: Use platforms like EventLive to control access and protect sensitive discussion.
• Record and Archive: Save a copy of the meeting for compliance and reference.

Key Takeaways

• Live streaming board meetings increases engagement, transparency, and accessibility for all stakeholders.
• Popular platforms include Zoom, YouTube Live, and EventLive, each with pros and cons.
• EventLive stands out for private, secure, and high-quality board meeting broadcasts, with no downloads needed for viewers and unlimited audience size.
• Setting up a live stream is easier than ever, just schedule, invite, and go live!
• Always test your setup and communicate clearly with your audience for a smooth experience.

Frequently Asked Questions (FAQ)

1. Do I need special equipment to live stream a board meeting?
No! With EventLive, you can use your smartphone, tablet, or computer. For a more professional look, you can connect a DSLR or other camera.

2. Can I control who watches my live stream meeting?
Yes. EventLive lets you share a private link, add password protection, or require email registration, so only invited guests can watch.

3. Do viewers need to download anything to watch?
No downloads or accounts are needed for viewers on EventLive, just click the link and watch in any browser.

4. Is the broadcast recorded?
Yes. Your meeting is automatically recorded and saved online for a year. You can also download the video for your records.

5. Can I pause or stop the stream during breaks or closed sessions?
Absolutely. EventLive allows you to pause and resume the broadcast as needed, and viewers get notified when you’re live again.

Don’t let distance, scheduling conflicts, or technical hurdles keep your board members and stakeholders out of the loop. With EventLive, you can live stream your board meeting—privately, securely, and in stunning HD quality, without the hassle.

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