# Livestream publish-and-rehearsal worksheet

Copy this worksheet for one live session. It records the actual viewer journey; it does not create a stream, grant access, or prove that an untested link works.

## 1. Approved event and owner

- Event and session name: [ ]
- Public event-page URL and exact hostname: [ ]
- Approved local start time and time zone: [ ]
- Streaming provider and provider event ID/URL: [ ]
- Provider settings owner: [ ]
- Website editor and publishing owner: [ ]
- Rehearsal date, approved test-broadcast window and reviewer: [ ]

## 2. Code, access and placement

| Decision | Approved value / evidence |
| --- | --- |
| Provider documentation and date checked | [ ] |
| Embed code source in provider dashboard | [ ] |
| Code type supported by website editor | [ ] |
| Player only or player with engagement tools | [ ] |
| Viewer privacy setting | [ ] |
| Allowed published domain(s) | [ ] |
| Guest password/account/entitlement flow, if any | [ ] |
| Page section and responsive mobile placement | [ ] |
| Descriptive iframe title, if editor permits it | [ ] |
| Safe public joining instructions and time-zone text | [ ] |
| Direct viewer URL tested as an authorized guest, if provider allows one | [ ] |
| Status or support route if no direct viewer URL works | [ ] |

Do not put private codes, guest names or credentials in a publicly shared copy or the event page. Keep access details in the approved system.

## 3. Published guest rehearsal

Open the *published* page without staff privileges. Record the result, not just a checkmark.

| Check | Phone: device/browser/result | Desktop: device/browser/result | Correction owner / retest |
| --- | --- | --- | --- |
| Correct event, local start time and time zone | [ ] | [ ] | [ ] |
| Expected access prompt and successful authorized view | [ ] | [ ] | [ ] |
| Player fits a narrow screen; controls remain reachable | [ ] | [ ] | [ ] |
| Keyboard access to player and adjacent links | [ ] | [ ] | [ ] |
| Playback during permitted test broadcast | [ ] | [ ] | [ ] |
| Audio and volume controls | [ ] | [ ] | [ ] |
| Live captions, if supplied, activate and remain readable | [ ] | [ ] | [ ] |
| Chat or Q&A, if supplied, works for a guest | [ ] | [ ] | [ ] |
| Verified alternate viewer link *or* honest status/support path | [ ] | [ ] | [ ] |

If a provider allows viewing only through an approved embed, do not label its normal watch page as a fallback. If a test cannot be completed before showtime, record that gap and the owner who will resolve it.

## 4. State handoff

| State | Page message and viewer expectation | Owner / change time | Verified result |
| --- | --- | --- | --- |
| Before live | [ ] | [ ] | [ ] |
| Late start or interruption | [ ] | [ ] | [ ] |
| Live | [ ] | [ ] | [ ] |
| Ended | [ ] | [ ] | [ ] |
| Approved replay, if any | [ ] | [ ] | [ ] |

Final published URL: [ ]  Final guest test time and reviewer: [ ]  Remaining issue and owner: [ ]

Provider guidance: [Vimeo live embedding](https://help.vimeo.com/hc/en-us/articles/12426942285841-How-to-embed-my-live-event-on-my-website), [Vimeo live privacy](https://help.vimeo.com/hc/en-us/articles/12426977279889-About-privacy-settings-for-live-events), [YouTube embedding](https://support.google.com/youtube/answer/171780?hl=en-GB). For live captions, see [W3C WAI SC 1.2.4](https://www.w3.org/WAI/WCAG22/Understanding/captions-live).