Production Forms | Video Production Services | Communications & Marketing

Video and Engineering Services

Virtual Event Support Form

Virtual events have become an important tool for remote learning and departmental communications. If you are trying to determine how virtual meetings may best suit your needs, especially if your meeting involves a large number of participants, we're here to help! If you would like a consult or require other assistance, please complete and submit the form below. A representative of Communications and Marketing (DCM) or Electronic Media Services (EMS) will respond as soon as possible.

Please provide as much information as possible. Items marked with an asterisk (*) are required. for submission.

If you see this don't fill out this input box.

First Name*

Last Name*

Department or Unit*

Phone*

Email*

Event Name*

Type of Event

K-State's Zoom licensing allows for video, audio, and content sharing from 1 to 300 participants by default (up to 1000 per special request) from any device including Windows and Mac computers, Android and iOS devices, H.323 room systems, SIP software, and teleconference lines. Please select the number of participants/viewers you expect using the dropdown above.

Other event Information

Please enter additional information (no. of panelists/presenters, etc.)

Who is the primary audience for this event?

Audience Other

Date(s) of Event*

Enter "TBD" if unknown.

Start Time*

Enter start time (or "TBD" if unknown).

End Time*

Enter end time (or "TBD" if unknown).

Moderator

If a moderator will be performing introductions and asking questions, enter name of person(s) and their email address(es)...

Presenter(s)

Enter names, titles and email addresses of all presenters/panelists, if known...

Presentation Media Other

Distribution

Virtual meeting - live

Virtual meeting - archived

Virtual meeting with Facebook streaming

Virtual meeting with YouTube Live streaming

Post virtual meeting archive to web site

Provide virtual meeting archive to individual/group (not on web)

Physical archive (DVD/Blu-ray/etc.)

Other distribution (describe below)

Virtual meeting sessions up to 300 participants are self-contained, but you may want wider distribution using YouTube Live and/or Facebook (viewing only). Please indicate your preference(s) below. Note YouTube Live streaming viewer may be placed on an eID-protected page to limit viewers to K-State students, faculty and staff only, if desired.

Distribution Other

Captioning*

Live captioning

Zoom auto-transcript

YouTube Live auto-transcript

Live captioning waived

NOTE: Live captioning is required for all public-facing virtual events unless accommodation is provided in another manner. Live captioning requirements may not be waived except in specific situations where compliance is assured in advance! Automatic transcription services may not be accurate enough to satisfy accessibility compliance requirements. Please indicate method of compliance in next field if captioning is waived.

Compliance

Streaming URL

Enter page URL for streaming viewer, if known.

Archive URL

Enter URL for recorded archive to be posted, if known (may be same as streaming URL preceding).

Webmaster

Webmaster Email

If virtual meeting is to be recorded, please indicate your preferred archive media. Cost of any media will typically be invoiced to sponsoring department.

Distribution Format Comments

Billing Contact

Captioning and cost-recovery charges are typically directed to the host unit. Please enter a billing contact name.

Billing Unit

Unit where cost-recovery and/or captioning invoice should be sent...

Billing Address

Billing Email

Billing Telephone

Do it yourself Zoom streaming resources

Setting up Zoom captions and simultaneous streaming to YouTube Live and/or Facebook:

Instructions for setting up Zoom sessions with live captioning and YouTube Live or Facebook streaming (downloadable PDF)

Arranging live captioning with one of our contracted captioning providers: