Use this guide as a quarterly refresher before each event to keep your earnings call running as smoothly as possible. Completing these steps early helps your team sound confident and prepared and gives us time to address issues before you’re live.
If you have questions about the tasks listed here, please contact Webcasting Support at webcasting.support@notified.com.
1-2 Weeks Before Your Event
Confirm access and speaker logistics
Confirm who will be joining (speakers and essential personnel) and ensure they have the right credentials and dial-in details.
Decide your speaker setup (headset vs. speakerphone) and identify a quiet location.
Plan a backup connection for each location
48 Hours Before Your Event
Log into your Notified IREP account to confirm access and resolve any login issues.
Run an equipment check and confirm your audio is clear (headset recommended).
Confirm speakers are in a quiet room and minimize background noise (HVAC, office traffic, side conversations).
Keep your backup line/device ready and fully charged/available.
24 Hours Before Your Event
Send deliverables so your operator/host can prepare
Please be mindful to minimize day-of changes
Opening and closing script (or run of show)
Approved Q&A / analyst list
Speaker names and pronunciations
Any other event notes that will help your operator/host prepare
Day of Your Event (Go-live Checklist)
Join the pre-conference 15-30 minutes early to complete technical checks and conduct a sound check.
Review the agenda/run of show with your operator/host
Confirm speaker order, names, and pronunciations.
Keep backup lines available and ready to use. Discuss failover procedure with the operator/host.
Pre-record Best Practice (Only if Applicable)
For events with pre-recorded audio, including:
Prepared remarks
Hold music
Mock-call audio
or any content you plan to play into the live conference bridge
Five Phases of the Pre-recording Process
Pre-recording requires time for editing, quality checks, and your approval before playback. The process includes the following phases:
Recording session: The host reviews the process, captures editing notes, and supports retakes as needed.
Editing session: An editing team applies corrections based on the host’s notes.
Internal QA: The file is reviewed to confirm edits are correct.
Client review & approval: You review the recording and approve playback by email.
Playback: The approved audio is played into the live conference call.
Prerecord Timing, Approval, and File Requirements
When submitting a pre-recorded file, please consider the following:
When possible, record at least 48 hours before the live event to allow time for edits and review.
Use the same equipment for both the recording session and the live event for consistent audio quality.
Even if your event will play back a recording, speakers should dial in 30 minutes early on event day, ready to present live if needed.
Added recording or editing sessions can extend timelines; plan accordingly so the final session is completed within the required deadlines.
If you provide your own file, please include 1 second of silence at the beginning of the audio file. MP3 and WAV are accepted.
Recordings scheduled late evening, on Fridays, or over weekends may not be processed until the next business day; avoid last-minute scheduling.
Recommended: operator-assisted conference bridge
An operator-assisted bridge is recommended for every call to help add polish and structure. Our tenured operators can run the event logistics handling introductions, speaker transitions, and the Q&A flow, so your team can stay focused on delivery. If something unexpected happens (audio quality, line drops, timing changes, or playback issues), the operator can troubleshoot in real time and help keep the event on track.
If you’re using a Notified-provided conference bridge, contact your service manager to request an operator-assisted bridge and confirm logistics in advance.
Need help?
If you’re unsure whether you’ve covered everything (or if anything changes close to event day), reach out to Webcasting Support so we can help you stay on track.
You can reach us anytime at webcasting.support@notified.com.
To help us assist quickly, include your event name/date/time and a description of what you’d like to validate (logins, audio setup, deliverables, pre-recording timelines, etc.).