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How to Legally Livestream Your Corporate Event in India

Live streaming is a fantastic way to make your event accessible to people around the world. It’s quick to set up, engaging for viewers, and allows for real-time connection. But while it is exciting, live streaming comes with some legal responsibilities. If you don’t follow the rules, you could run into problems like privacy violations or copyright infringement. Here’s what you need to know to legally livestream your corporate event in India.


The Basics of Live Streaming and Legal Risks

Live streaming means sharing raw, unedited content in real time. It is perfect for hybrid events because it lets remote audiences participate. But it is important to understand the legal risks involved, especially when it comes to:

  • Privacy – Do people have an expectation of privacy at your event?

  • Publicity rights – Are you using someone’s image or voice for promotional purposes?

  • Intellectual property – Is there copyrighted material in your stream, like logos, music, or speeches?

If you are not careful, you might accidentally break the law by using someone’s likeness or copyrighted material without permission.



Privacy: Public vs. Private Spaces

Where your event takes place matters. If it is in a private space, like an office or meeting room, people have a right to privacy, and you will need their permission to livestream. If your event is in a public space, like a conference hall or concert venue, you are usually allowed to stream without extra permission. But even in public spaces, you still need to consider people’s publicity rights if you are using their images for promotion.


Pro tip: Include a crowd release notice at your event entrance. This informs attendees that they might appear on camera and gives them a chance to opt-out by leaving the area.


Publicity Rights: Getting Consent from People

If your live stream is meant to make money or promote your brand, you will need permission from anyone who appears prominently in the video. This can be done by:

  • Adding a release form during registration.

  • Posting clear signs at the event about the live stream.


While crowd-release notices are not as legally binding as written consent, they are a good starting point for protecting yourself.


Example of a Crowd Release Notice:

“This event is being recorded and live-streamed. By entering, you agree to possibly appear in our live broadcast or related promotional content.”



Intellectual Property: Watch for Copyrighted Material

Live streams can accidentally capture copyrighted material like music, logos, or artwork. To avoid legal issues:

  • Check your venue for posters, signage, or displays that might show up in your stream.

  • Avoid broadcasting performances or sessions with music or sensitive content.

  • Get written permission from speakers or performers before streaming them.


Quick Tip: If you are unsure about copyrighted material in your stream, choose a secondary location for filming that’s free of potential violations.


Plan Ahead to Stay Safe

It is common to see companies live-streaming their event on social media and other broadcast channels to garner public attention. While there is nothing wrong in that, we still need to be wary of other people’s rights. To make sure your company does not get tangled in legal matters later on, here is a checklist to follow for legally live streaming your corporate event in India:


  • Get Permissions – Secure location releases, crowd release forms, and written consent from performers or speakers. Sometimes, some venues (with historical significance) might also have certain kinds of restrictions. You should check with them before finalizing and paying for the venue. Let them know your event will also be broadcasted live and check if they have any restrictions.

  • Check Your Surroundings – Remove or avoid logos, posters, or other copyrighted materials in the filming area. These can lead to huge legal trouble later on. It is best to keep your legal team involved. Also make sure your branding does not include any copyrighted materials.

  • Have a Backup Plan – Be ready to move to a different location if necessary. If your event is being held out in the open, you should be ready to move everything quickly if rain strikes. 


The Role of the DMCA and Platforms

The Digital Millennium Copyright Act (DMCA) protects streaming platforms like YouTube from legal liability as long as they take down copyrighted content when requested. However, the responsibility for what’s streamed falls on the host (you). That means event planners are the ones who face potential legal issues.


To minimize risks:

  • Use platforms with copyright detection systems.

  • Respond quickly to takedown requests if needed.


Conclusion

Live streaming is a powerful tool to reach bigger audiences and create engaging experiences. However, it is important to play by the rules. By planning ahead, getting the right permissions, and being mindful of what’s in your stream, you can avoid legal trouble and make your event a success. Always stay informed about privacy, publicity rights, and intellectual property to ensure a smooth and lawful live-streaming experience.


If it is your first time live-streaming a corporate event in India, it is best to hire an experienced event planner in India with experience in corporate events. Encore Events happen to be a top name in this. WIth over 11 years of experience and 2000+ events planned, our teams are adept at end-to-end management of all kinds of events - from team retreats, and annual galas, to conferences and product launches.








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