Today, streaming council meetings online isn’t just a nice thing to do — it’s a necessity.
As terms like “social distancing” and “remote work” become a core part of our lexicon, government bodies everywhere are making the jump to video. Cities like New York have passed bylaws that require agencies and commissions to live stream meetings while the 2021 US presidential inauguration streamed online.
From the local to the federal level, government bodies are prioritizing safe access to events to keep constituents informed and engaged in politics.
Whether you’re a local government with broadcasting chops or a new agency streaming your first meeting, we’ve got you covered. We’ll brief you on why live streaming local government is a must, how to do it, and ways to reach your constituents on every channel.
Why local governments need to live stream
Transparency and accountability are fundamental to effective governance. That’s why city council, board, and commission meetings are open to the public. They give communities the power to voice their concerns and hear what officials have to say.
Live streaming brings government meetings straight to community members. Accessing broadcasts on a laptop, tablet, or phone makes it much easier to engage in local government.
Here are our top three reasons every local government should live stream.
Disseminate information quickly
Going live is a highly effective way for government officials to share information with the public. By live streaming meetings, constituents can get the information they need without the inconvenience of heading to city hall. In 2020, many school boards live streamed their meetings about pandemic school closings, which allowed parents and students to get the information they needed.
Increase transparency and accessibility
In the past, local governments brought community members to town hall meetings to provide information. Now, live streaming ensures that anyone in the community with an interest in a local issue can tune into meetings and stay informed. It’s more convenient to catch a video on your laptop or your phone than heading down to city hall. Video platforms also increase accessibility with features like auto close captioning.
Increase community engagement
We’re inundated with information. Streaming council and committee meetings makes it more convenient to get updates on government activity. Features like live chat and polls allows constituents to voice concerns and share opinions all while staying connected.
Streaming council and government meetings
We now understand why local government live streaming is a good idea. But how do you get it done? Jumping into something like city hall streaming can be daunting for public servants. To get started, governments need to understand the basics of how to stream.
Live streaming involves three main steps:
- Capturing the video and audio
- Encoding the video and audio
- Streaming it to a destination
Let’s walk through the process in a bit more detail.
Know your goals
Before going live, make sure you’ve got your messaging and purpose clear. Ask a few clarifying questions about your goal:
- Who are you trying to reach?
- What info should be conveyed?
- Where should information be shared?
Choose your equipment
First, to capture the video and audio of your council meeting, you need a camera and audio equipment. If you’re streaming from a meeting room, position your camera with a clear view of the speakers and audience. You can also use the webcam on a laptop or live stream on your phone if it’s more convenient. Don’t forget to run a sound check with your equipment before going live. This will ensure the audio is easy to hear.
Second, you’ll need a way to broadcast the video and audio to your constituents. That requires and encoder. What is an encoder? It turns your recorded video into a compressed, digital format that can be streamed on the internet and viewed on computers and mobile devices.
There are two different encoding options:
- A dedicated hardware encoder
- A streaming software platform
As you might expect, obtaining and operating a hardware encoder might not be the most practical way for municipalities to go live. However, a web-based software solution like Livestream Studio is a great choice for live streaming public meetings.
If you’re looking for recommendations, check out some of our favorite live streaming equipment.
Finally, you’ll need a place for community members to watch your broadcasts. Videos can be hosted on a video platform, on a government website, or across different channels. The best way to determine where to broadcast is to identify where your community likes to gather their information.
Announce live streams ahead of time
Include the important information like the topic of the live stream, dates, times, and where to find the live video well before you launch a broadcast. This will ensure your community knows when to tune in. If you’re going to live stream regularly, be sure to stick to a set schedule so viewers know when to expect you.
Prep your officials
Make the most of your public live streams by ensuring officials know how to stay on message. Bake in enough time before you go live to practice and prep talking points. Remember, consistency is key when getting a messaging or point across. For example, make sure that speakers use the same terminology or names for different government projects or committees. When it comes to regular live streaming, a consistent message goes a long way.
Test your broadcast beforehand
Test your live stream beforehand to make sure all your equipment works and your speakers are comfortable. Also consider setting up a backup stream for any disruptions.
Repeat key information
When going live, make sure speakers repeat the pertinent details of the broadcast. This is especially important during emergency events. Information like agencies, websites, contact information, and community resources and locations should be repeated several times so that critical information gets to the public. After your stream, share those details on social media and government websites.
Reach your community everywhere with simulcasting
If you’re planning to live stream your local government events, it’s important to reach the largest possible audience. That’s where simulcasting comes in to play.
A simulcast is the act of live streaming video to multiple channels from one platform. Solutions like Vimeo allow streamers to broadcast live video on up to five platforms at once. This includes Facebook, YouTube, LinkedIn, and any custom RTMP destination like Twitch or Periscope.
That’s great news for local governments. By harnessing all available channels, local governments and agencies can reach community members where they’re already active.
International Food Policy Research Institute (IFPRI)
Millions of users spend time scrolling through information on Facebook, Linkedin, and Twitter. That’s why local government and other public service agencies like nonprofits have explored ways to reach their audience on social.
Here’s a quick example. The International Food Policy Research Institute works to reduce poverty and malnutrition around the world. And as a global nonprofit, IFPRI was in search of an easy solution to keep clients, donors, and their global employee base up-to-date on policy solutions.
First, the IFPRI team used a solution that allowed them to stream to one destination. But after implementing Vimeo, they were able to expand their reach to audiences on different platforms.
By adding simulcasting to social, IFPRI suddenly saw their live seminars reach 2000 views each week on Facebook. And with more viewers, IFPRI could forward their mission of highlighting important policies to reduce poverty and malnutrition around the world.
For local governments looking to reach a wider audience, zero in on the channels constituents are most engaged. By live streaming events to the right place, you can maximize the number of active community members.
Wrap up: connected and informed communities
Video has the power to help communities stay engaged. Next time you’re holding a city council meeting, consider how streaming can broaden your reach and keep communities tuned in.
