XE Live – General Disclaimer

XE Live Broadcast event package estimates are valid for 14 days after issuance unless otherwise noted. Please confirm your event planning timeline to ensure our availability. A booking is not considered confirmed unless a signed estimate is executed, and any associated deposits are finalized. During periods of high demand or if there is less than a few weeks before your event estimates may note they are valid for less than 14 days.

XE is responsible for video production at your event and is not responsible for audio-visual support (A/V) without an explicit A/V package.

A/V support entails event audio mixing, audio experience of attendees or subsequent connection to in-house speaker system, slide projection or formatting of slides.

Our provided scope entails taking an audio feed from in-house A/V support in plenary and breakout rooms. Presenter slides will be captured as provided by each person speaking, the event coordinators, the presentation computer and house system providing VGA/HDMI/SDI feed of audio-visual aids (e.g. switcher, laptop, etc…). XE team will provide guidance on the optimal solution but your team must make the final decision on accepting additional A/V costs that may be incurred by accepting XE recommendations. Video quality is subject to the audio feed and projector program feed provided by the A/V team responsible for your event. 

XE is responsible for video production at your event and is not responsible for explicit technical support to your viewers unless an additional support package is purchased.

Our webcast packages include access to the XE Live Broadcast platform which uses readily available web technologies, reducing the need for plugins or complex logins, and includes a set of general instructions.

If you elect to include a chat sidebar in your event webcast, we are glad to provide partial technical support as possible. However, the range of possible browser and device combinations are too large to manage step-by-step technical instructions to each viewer experiencing technical difficulties related to their specific obstacles. 

XE will not plan to closely monitor the chat messages during your event, and is not responsible for the messages submitted by online attendees or how they may be used during your event. Each client accepts responsibility for monitoring and using their webcast chat during each event.

Our general XE Live packages provide a Vimeo stream during your event. A Vimeo stream carries the following risk which is acknowledged by the organizers of your event:

Stream quality and integrity: quality of an internet broadcast stream depends on the venue internet connection speed, bandwidth, stability, proxy, firewall and security details. The conference organizers understand that no backup internet connection is in place and the site internet connection has been determined as sufficient but may still compromise stream quality if on-site institutional support is unavailable. The venue is responsible for providing all on-site support for the internet connection and the organizers understand that the venue assumes responsibility for all disruptions caused by internet outages, intermittencies or other issues related to the internet connection provided by the event’s location. XE Live is not responsible for any lost revenue or goodwill on behalf of stream outages from site internet or Vimeo service outage. 

Event organizers are responsible for securing the event location in collaboration with the venue. XE will take every reasonable precaution to secure equipment from theft, misplacement or loss but organizers accept responsibility for equipment in the event of damage or disappearance caused by any non-XE crew members on-site if the equipment is kept for any extended period (such as overnight) without direct supervision of an XE team member.  

. Delivery of final footage is contingent on a secure site. 

If you opt to have XE Live stream to Youtube stream during your event, a Youtube stream carries the following risks which are acknowledged by the organizers of your event: 

(i) Youtube service disclaimer: Youtube is a free streaming service which significantly reduces the cost of broadcasting an event but is highly sensitive to the distribution of content considered as copyright during a broadcast. Youtube may choose to pull your broadcast channel temporarily or permanently without warning if it detects content it thinks may be owned by someone else, such a third-party audio or video, this can happen with any audio or video content at your event which triggers its copyright clause. Other streaming services are available but the organizers understand these other options would incur additional costs estimated at several thousand dollars (for a secure Ustream/Onstream custom event) and have chosen to use Youtube. 

(ii) Stream quality and integrity: quality of an internet broadcast stream depends on the venue internet connection speed, bandwidth, stability, proxy, firewall and security details. The conference organizers understand that no backup internet connection is in place and the site internet connection has been determined as sufficient but may still compromise stream quality if on-site institutional support is unavailable. The venue is responsible for providing all on-site support for the internet connection and the organizers understand that the venue assumes responsibility for all disruptions caused by internet outages, intermittencies or other issues related to the internet connection provided by the event’s location. XE Live is not responsible for any lost revenue or goodwill on behalf of stream outages from site internet or Youtube service outage.