Simulcast Sessions Setup | Planadar Help

Simulcast Sessions Setup Guide

What is a Simulcast Session?

A simulcast session is broadcast simultaneously to both in-person attendees in the room and virtual attendees watching online. Both audiences experience the same content in real-time.

Setting Up Simulcast Sessions

Step 1: Enable Simulcast on Session

1. Go to Session Management
2. Create new session or edit existing
3. Toggle Enable Simulcast ON
4. Configure stream settings

Step 2: Set the Seats of Each Side

• In-person seats: the room's limit, or leave it empty for no limit
• Virtual seats: the stream's limit, or leave it empty for no limit
• Each side counts the people who chose that way of attending when they registered for the event. When a side is full, the next person of that side joins the waitlist; the other side is not affected
• The limits are enforced when Attendees reserve a seat is on for the session (see "Session Seats and Waitlists"). With it off nobody reserves anything, so the two figures are only shown on the check-in screen and counted together in the reports, and nothing stops people at them
• The session's own Seats limit, if you set one, still applies to everyone together

Step 3: Configure Streaming

1. Select streaming provider:
   • YouTube Live
   • Zoom Webinar
   • Vimeo Livestream
   • Custom RTMP
2. Enter stream URL/key
3. Test connection

Step 4: Enable Interactive Features

• ✅ Live Chat (unified)
• ✅ Q&A (mode-tagged questions)
• ✅ Polls (both audiences vote)
• ✅ Reactions (real-time feedback)

Technical Requirements

In-Room Setup

• Camera(s) capturing speaker/stage
• Professional audio capture
• Encoder/streaming computer
• Reliable high-speed internet (50+ Mbps upload)
• Backup internet connection

For Virtual Viewers

• Modern web browser
• Stable internet connection
• Recommended: 10+ Mbps download

Managing Live Simulcast

Before Session Starts

• Test stream 30 min early
• Verify audio levels
• Check camera angles
• Confirm chat moderation ready
• Brief speaker on virtual audience

During Session

• Monitor stream health indicators
• Watch both chat streams
• Relay virtual questions to speaker
• Acknowledge virtual audience
• Handle tech issues quickly

After Session

• Stop stream gracefully
• Add the recording's address to the stream (edit the ended stream, Recording address) so that it appears in On-Demand
• Download chat logs
• Review attendance analytics

Best Practices for Speakers

Engaging Both Audiences

1. Look at camera periodically (for virtual viewers)
2. Verbally acknowledge online questions
3. Repeat questions before answering
4. Use slides/visuals for clarity
5. Pace content for all viewers

Common Mistakes to Avoid

• Ignoring virtual audience entirely
• Poor audio quality
• Blocking camera with movement
• Not repeating audience questions
• Rushing through content

Measuring Simulcast Success

Key Metrics

• Peak concurrent viewers (split by mode)
• Average watch time
• Chat participation rate
• Q&A questions submitted
• Poll response rates

Analytics Access

1. Go to Hybrid Analytics
2. Select session
3. View mode-split metrics
4. Export detailed report

Troubleshooting

Pro Tip: Always have a backup streaming setup ready to go!