Tech Rehearsal Checklist for Live Video Broadcasting with ClickBid

ClickBid’s EventStream tool empowers you to live stream your in-person event to supporters who can’t attend in person—keeping them connected and engaged no matter where they are. Whether they’re at home or across the country, remote guests can experience the excitement of your event in real time and contribute to your mission.

With EventStream, you can:

• Capture attention through high-quality live video.

• Encourage participation in live auctions or paddle raises as if they were in the room.

• Increase giving by enabling contributions from both in-person attendees and at-home guests.

From the paddle raise to the final bid, EventStream ensures every supporter has a front-row seat—and a chance to make an impact.

To ensure a flawless stream on event night, we highly recommend a tech rehearsal—and we’ve put together a quick checklist to help you set up for success.

Purpose of the Rehearsal

• Ensure that all tech components work before the event.
• Avoid surprises during the live program.
• Test the entire streaming setup as if it were the live show.

Pre-Rehearsal Preparation

• Gather needed equipment:
  • Webcam (e.g., Logitech Brio or equivalent usb webcam)
  • Webcam cable (USB)
  • Tripod or tabletop camera stand
  • Laptop with ClickBid admin access and a connection to the internet
  • Laptop charger/power supply
• Confirm internet access:
  • Reliable Wi-Fi at the venue
  • Know the network name and password

Setting Up the Equipment

• Position your camera:
  • Near the stage (focus on where the program happens)
  • Off to the side on a stable table (avoid guest tables if possible)
• Connect gear:
  • Plug webcam into the laptop via USB
  • Place camera securely on the stand/tripod
• Power setup:
  • Plug in the laptop (avoid battery-only use)
  • Disable screensaver and auto-sleep settings

Launching the Broadcast System

• Log in to the ClickBid Admin
• Navigate to Event Central > Live Broadcast
• Click “Open Broadcaster”
  • Full-screen video preview should appear
• Select your webcam (e.g., Logitech Brio) and audio source
• Close any popups or tooltips that appear

Testing the Broadcast

• Frame the camera to focus on the stage/podium
• Confirm the video and audio are working
• Click “Start” to begin broadcasting
  • Confirm the stream is visible on your bidder site
• Leave the stream running for 15–20 minutes
  • Look for any issues: frozen screen, no sound, etc.

Settings & Troubleshooting

• Test privacy settings:
  • Use “Bidder number only” during rehearsal (e.g., your own)
  • Remember to switch to “Public” on event night
• Watch for common issues:
  • Dead laptop battery? (Check power supply)
  • Cable issues? (Have a backup)
  • Screensaver or sleep mode interruptions?
• Ask a colleague to check the stream from another device

Pre-Event Communication

• Schedule a mass message to go out ~15 minutes before showtime
  • “The program will begin at 7pm. Be sure to join the live video! [u]”
• Include link to bidder site or instructions if needed

Ending & Restarting the Stream

• When testing is done, press “Stop” to end the rehearsal
• Close the broadcaster window
• On event night, open the broadcaster again and hit Start

Pro Tips

• Rehearse at least twice if possible – the first test is often messy
• Keep it simple for the first year – no complex AV integrations
• Gather feedback post-event to improve future broadcasts
• Call ClickBid support during your tech test if anything doesn’t work