1. K-State home
  2. »DCM
  3. »Video and Engineering Services
  4. »Production Forms

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.

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.

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

Who is the primary audience for this event?

Enter "TBD" if unknown.

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

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

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

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

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.

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.

Enter page URL for streaming viewer, if known.

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

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

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

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


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:

Mediasite video detailing how to arrange for live captioning of events (requires eID login)


Event tltle slate template - Photoshop (download)

Event title slate template - PowerPoint (download)