Author’s Note: I tried to include the exact products that we use at my library for reference, but there are likely many different audio visual components that can be used to accomplish the same result. There are also several videos embedded in this post that serve as examples of what is described in the text. The reader does not need to watch the videos in their entirety – or at all – but will certainly benefit from quickly scrolling through the videos for context.
The core mission of my public library is to connect and engage all residents to make the community a better place to live. Books continue to be the primary way that we accomplish this, especially in a community that values education, personal and professional growth, and lifelong learning. But programs and events for residents of all ages also play an important role in both educating, and building community.
However, one of our ongoing challenges is accommodating the programming and meeting space needs of an active population of approximately 30,000 residents. The posted maximum occupancy in our main meeting room is 160, but the comfort capacity for a mixture of children and adults is closer to 100, and for a room filled with all adults it probably drops to 80.
The room has a retractable partition wall that can be used to subdivide it into two smaller rooms. But when retracted, this accordion style wall blocks viewing angles, reducing the practical occupancy for adult programs and events even further.
For a community the size of ours, this meeting room doesn’t meet the needed capacity for many events. The library is located in a residential area, which doesn’t provide many options to expand the library’s footprint, particularly the main meeting room that is bordered on two sides by parking lot.
We desperately need a way to expand access to the library’s popular adult programs without increasing the size of the meeting room or sacrificing comfort.
So we’ve turned to video, as a way to record and livestream events, providing immediate access to residents through the library’s growing YouTube Channel.
While working at a previous library, I met a resident who worked in video production and taught videography classes at a local university. This was just prior to the Covid-19 pandemic starting in 2020, which brought public gatherings to a halt and forced schools, churches, libraries, and community spaces to use video as a safer way to provide traditionally in-person experiences. But in my pre-pandemic mindset, I wasn’t immediately sold on the need or feasibility of libraries recording and livestreaming public events.
I was told that for a relatively modest investment, the library could create video experiences that were more akin to what you would see from The 92nd Street Y of New York. Despite having lived in NYC for a few years, I wasn’t terribly familiar with 92NY. So I went to their website and watched a recording of one of their events. And I was blown away.
What I saw from 92NY were television quality video recordings of interview-style conversations with high profile performers. I know absolutely nothing about how 92NY actually produces their video content, but the mere idea that I could bring something similar to my library was enough for me to start exploring the possibility.
Video Recording and Production Equipment
Fast forward a few years, I started working with Somerset Media Group, an audio/visual and technology company located in suburban New Jersey. At their recommendation, we installed two high-definition, PTZ cameras that were mounted to the wall in the library’s meeting room at alternate angles, and could be controlled from a small recording cabinet. PTZ (short for pan, tilt, zoom) cameras look a little bit like security cameras, but are intended to record in high definition. We have one of the PTZ cameras mounted on the back wall, which provides a straight, head-on angle, and the other camera is on a side wall, opposite the podium.
The two cameras, the existing projector feed, and the existing microphones were all set up to feed into the production equipment. They also installed two ceiling mounted microphones that were designed to record ambient noises like applause, and which are also great for recording live music performances.
The video production equipment includes a PTZ Optics PT-JOY-G4 controller (above) that the operator can use to pan, tilt, and zoom the cameras; and a Roland Professional Video Switcher (below) that is used to transition between camera one, camera two, and the projector feed (like presentation slides), or present any combination of the three in side-by-side or picture-in-picture format.
Types of Content
This setup works particularly well for livestreaming musical performances like the Weiss Family Jazz Series (below). We don’t need handheld or lavalier (lav) microphones because the ceiling mounted mics are excellent at picking up the audio from voice and instruments. The video below is from the first event that we livestreamed, just a few days after the equipment installation was finalized by Somerset Media Group.
We’ve also had success with livestreaming lectures that incorporate slideshow presentations, like The Gut-Brain Connection (below). These were traditionally one of the more difficult events to livestream because the quality of the projected slideshow doesn’t always translate well to a video recording. But with our setup in Westfield, the computer/projector stream is connected to the production feed, allowing us to create side-by-side or picture-in-picture video, or simply transition back and forth between the slides and the speaker. Transitioning seems to be the most popular from a viewing standpoint, but also requires the producer to pay very close attention to the content in order to show the viewer both the speaker and the slides when each is appropriate.
This past May, we hosted our first event in a conversation or interview format, most similar to the 92NY example above with Sarah Silverman. I was happy with the result from our Artist Spotlight with Jennifer Wilner (below), although it became apparent that it would be helpful to have a camera on both side walls in order to get the best possible angles of the speakers in both chairs.
And finally, we have livestreamed multi-format events that include a combination of speakers, activities, and music performance. The Holocaust Commemoration Community Event (below) is a good example of how you can combine the approaches to provide the best possible experience for viewers.
Libraries Are For Everyone
Live, in-person events offer opportunities for engagement that cannot be replicated by video. But livestream and recorded video can also offer enhanced accessibility options for people with health conditions or impairments.
Attendance at in-person events require transportation. This may be a significant obstacle for some people, including those that cannot or prefer not to drive in darkness, fog, snow, rain, or other weather-related circumstances; or who don’t drive at all and rely on friends, family, or community services for transportation.
Livestreaming or providing on-demand access to a recording on an open platform like YouTube can provide a great alternative to in-person attendance. YouTube is often easily accessible through smart TVs, and viewing on a mobile device can be as easy as clicking on a link in an email newsletter.
Video can also offer accessibility features for individuals with auditory impairments. It may seem insignificant to some, but the ability to adjust volume louder or quieter can be a very useful tool for someone who has difficulty hearing. Subtitles can also be used in both the livestream and recorded environment through YouTube, providing access to individuals with a wide range of hearing abilities.
Staffing
We installed the cameras and other equipment with the goal that it would be simple enough for our programming staff to be able to use in their programs. And while I think we achieved this to some extent, we’ve also realized that there is an art to the video production, and it adds another layer of complexity to hosting an event.
So far, most of the recording and production has been done by myself, and our Head of Adult Services. But we recently budgeted for the creation of an as-needed production assistant position that would be ideally suited for a local high school student with an interest in video production, broadcast, and general technology. We are in the process of creating and filling this position, but our plan is to schedule the PA to cover specific weekday evening and weekend programs on a monthly basis.
Some Sample Results
It’s been exciting to see the impact that livestreaming has had on the overall engagement with our programs for adults. In March 2024, we livestreamed (5) of our adult programs to our YouTube Channel, where the recordings remained until the end of the month. For transparency, there were 15 other programs that were not livestreamed or recorded because the content did not lend itself to video, performers did not want to be recorded, or staff were not available to do the recording. Some of the programs that were not livestreamed included book discussions and craft programs.
Of the (5) programs that were livestreamed, we had a total of 201 in-person attendees, and 258 YouTube views. These are not lifetime views, but just the views that occurred during the month of March. Many of the views did not occur during the livestream, and instead came during the hours and days immediately following the event. And the views for these programs have continued to grow beyond what is reflected in the chart below, as the videos continue to get discovered and shared by the library, our patrons, and our community partners.
| Date | Program | In-Person Attendance | YouTube Views |
|---|---|---|---|
| March 10 | Learn Local: American Dream Tattoo | 15 | 35 |
| March 13 | Hale Speaker Series with Jim Kossler | 90 | 82 |
| March 19 | Maggie Worsdale Performs Frank Sinatra | 20 | 17 |
| March 21 | Pollinators in Peril: Native Plants to the Rescue! | 56 | 108 |
| March 24 | Educators for Equality: LGBTQ+ Author Panel | 20 | 16 |
| Totals | 201 | 258 |
In summary, we saw a 128% increase in the total engagement for these (5) events in the month of March due to the addition of the video viewing option.
Further Improvements
While we have been generally impressed with the results of our current livestreaming setup, we are also investigating further improvements. As previously mentioned, adding a third wall-mounted PTZ camera would give us additional recording flexibility and allow us to capture additional camera angles.
The audio is generally sufficient, especially when experienced speakers are using microphones as intended and projecting their voices to the back of the room. But everyone has a different voice, and level of experience when it comes to public speaking. We are actively reviewing our microphone upgrade options in an effort to find equipment with greater audio sensitivity.
The only microphones that were newly installed were the ceiling mics. The handheld and lav mics were previously installed and were not included in the installation of the livestreaming equipment.
We’re also looking at ways to grow our number of subscribers to our YouTube channel. Library patrons who subscribe to the channel will receive notifications when new content is added to our channel, and our content will be more likely to show up in their YouTube feed and recommended videos.
Conclusion
Overall, we have been very happy with our foray into video recording and production. It has certainly required an investment of time and resources to install the necessary technological components and learn how to use them. But the integration of this equipment is allowing us to make our adult programs more equitable, and better meet the needs of our entire community.
Video is becoming increasingly integrated into our personal and professional lives, and can serve as a valuable tool for public libraries in conveying information, enhancing equity, and building community.
Allen McGinley (he/him) is a public library administrator in Union County, New Jersey, with more than 18 years of experience working in diverse urban and suburban communities in New York and New Jersey. He also works as a consultant for the NJ-based firm Library Crossroads, LLC.