Materials Needed

  • Fast, Solid Internet Connection
  • Beefy Laptop
  • Dual Screen Set Up
  • Access to [email protected] Gsuite account
  • Access to Stream Year


Process

  1. Log into boardhangouts Gsuite Account
  2. Log into StreamYard using the GSuite Account
    • Enter the broadcast studio for the current board meeting as CONTROLLER
  3. On your dual-display setup:
  4. Share the Google Meet Screen to StreamYard
    • Click Share Screen on Stream Yard
    • Select CHROME TAB
    • Select the Board Meeting Tab Hangout
    • Tick the "Share Audio" box and click SHARE

    • This banner will appear on all Chrome tabs - DO NOT CLICK STOP ON ANY TAB
    • This will automatically place the shared screen on stage
    • Ensure this is shared as full screen ENABLED
    • MUTE BOTH YOU (CONTROLLER) AND GOOGLE MEET IN STREAM YARD
  5. Important notes about shared screen: 
    • Everything on this TAB will be broadcast once you start your livestream. Do not click on the name of the meeting in the tab, this will display the meeting info to the public.  
    • You will need to control the view of the group by changing from Tiled to Full Screen on the Google Meet
    • You will address the meeting members through the Google Meet by unmuting your mic on Google Meet NOT on StreamYard Controller
    • Inform Members that anything typed in the chat window will be displayed, so don't use it.
    • If you (the controller) need to be a part of the board meeting, you will need to add yourself (controller) to the stage and turn on your microphone. If you just use the Meet, you will not be heard on the livestream.
  6. 5 MINS BEFORE THE MEETING BEGINS - Prep group for the meeting
    1. Check that they can hear
    2. Remind them that you will give them a 5 second countdown before the meeting goes live.
  7. 2 MINUTES BEFORE THE MEETING BEGINS - you will start the broadcast with the Beginning Soon Overlay.
    1. Add the "Begin Soon" Overlay to Stream Yard
    2. AGAIN, Make sure that both you (Controller) and the shared Google Meet are Muted
    3. Start the Broadcast by clicking "GO LIVE" on the top right
  8. When Board President says they are ready to start.
    1. Remind attendees you will be playing a 30 second countdown now and that you will give them a 5 second countdown at 5 second mark.
    2. Play the Ingenium "finalcomp_countdown" file

    3. You'll see this playing in the main screen. PLEASE NOTE THAT MEMBERS OF THE BOARD MEETING WILL NOT SEE THE VIDEO. You will need to give them a 5 Second Countdown.
    4. At the 15 Second mark of the video, deselect the begin soon Overlay
    5. At the 5 second mark, speak to the board and give them a 5 second countdown.
    6. Once the video ends, the shared Google Meet will be broadcast.
    7. MAKE SURE YOU UNMUTE THE GOOGLE MEET IN STREAMYARD
  9. Public Comment
    1. While the board is doing their attendance, load the PUBLICOMMENT overlay, which you will see in the preview
    2. When the board is ready to check for public comment, add a new member to the meeting by calling the board public comment line:
      1. Click the person icon to add more people to the Google Meet
      2. Click add People
      3. Click Call to add the board meeting public comment line. You will need to dial the code as well
      4. Remove the Public Comment from the Meeting when they are done with Public Comment
  10. Closed Session
    1. When they go into closed session, MUTE the GOOGLE MEET IN STREAMYARD
    2. Add the Closed Session Overlay
    3. When they return, unmute the Google Meet from Streamyard and remove the overlay.