Cueing Systems for Hybrid Events: Integration Guide

Hybrid events combine in-person gatherings with virtual participation. Cueing systems keep presenters, production teams, and remote audiences aligned through countdowns, silent cues, and automated triggers.

This guide covers how to integrate Stagetimer with OBS Studio and Bitfocus Companion, plus rehearsal best practices and troubleshooting.

How Presenter Cueing Systems Work

Cloud-based cueing systems coordinate all elements across physical and virtual spaces. Each team member gets role-specific displays: presenters see simple countdown timers, directors access control panels, and stage managers use dedicated messaging views.

Countdown timers show remaining time with automatic color changes — yellow as a warning, red for final wrap-up. Presenter messaging lets production teams send instant on-screen text like “Pause for virtual poll” or “Engage remote chat.” For venues with unreliable internet, the desktop app runs as a local web server, keeping devices in sync without an active connection.

Integrating Stagetimer with OBS Studio

Setup and Configuration

Sign up at stagetimer.io and create your event timeline. Click Share to generate a public output link — this is your countdown feed for OBS.

In OBS Studio, add a new Browser Source and paste your Stagetimer viewer URL. Set dimensions to 1280x720 and enable Shutdown source when not visible for better performance.

For a clean overlay without background elements:

• Premium users: Enable the “Transparent” background option in the Customize panel.
• Apply a Color Key filter in OBS targeting hex #1c1918.
• Use Blending Mode > Additive on the source.

To display only specific elements like the countdown, customize the viewer and create an output link with just the timer visible — ideal for clean OBS overlays.

Managing Live Streams

Once integrated, timers update in real-time across all connected devices. Directors can type prompts like “Wrap in 2 minutes” that instantly appear on the presenter’s monitor and OBS overlay.

For audio cues, enable Control audio via OBS in the browser source properties. In Advanced Audio Properties, set audio to Monitor and Output. This ensures chimes trigger without echo when using OBS Virtual Camera for Zoom or Teams.

During Valorant Champions, Riot Games used Stagetimer to synchronize timing across production teams in Berlin and Ireland — coordinating control rooms, commentator booths, and on-camera talent.

For automated scene changes, install the OBS WebSocket plugin (version 5.x). Use Stagetimer’s API to poll timer state and trigger transitions — for example, switching from “Presenter” to “Q&A” when the countdown reaches 60 seconds.

Integrating Stagetimer with Companion

Bitfocus Companion transforms Stream Decks, MIDI controllers, or USB button panels into control surfaces for live events. It connects physical hardware with cloud tools like Stagetimer.

To connect, you need a Pro or Premium plan for API access. In Companion, go to Connections and add the stagetimer.io: Stagetimer API module. Copy your Room ID and API Key from Stagetimer’s Menu > API and enter them in Companion. A green checkmark confirms the connection.

If running the desktop app on the same machine, set the IP to 127.0.0.1. For controlling multiple rooms, add separate connections labeled “stagetimer-1”, “stagetimer-2”, etc.

Automating Event Cues

The Presets tab provides ready-to-use buttons for Start/Stop, Next, Previous, and Flash Screen. A single button can start a countdown, display a message to presenters, and trigger an OBS scene switch.

Companion supports dynamic variables like $(stagetimer:currentTimerRemaining) to show countdown time on Stream Deck buttons. The feedback system changes button colors based on timer status — green when idle, red while running, yellow for wrap-up.

“We honestly consider Stagetimer.io the best and easiest clock to use for event production. This amazing production tool combined with Bitfocus Companion makes for a great live solution.” — Matthew Hand

Rehearsals and Best Practices

Hybrid rehearsals ensure on-site presenters, remote teams, and audiences stay in sync. Use them to verify OBS overlays, audio chimes, and output links work correctly.

Distribute role-specific links: Presenters get the Viewer link, show callers get Operator, production teams get Agenda. Use the Notes field for instructions meant only for the show caller.

Prepare for connectivity issues: Run the desktop app as a local server for offline reliability. Double-check timezone settings for remote participants.

Use physical controls: Integrate Companion with a Stream Deck for Start, Stop, and Next cues — this reduces accidental clicks.

Test your overlays: Create a customized viewer output showing only the timer for OBS. Monitor Live Connections to verify each stage monitor gets the correct signal.

Review after rehearsals: Check the Room Activity Log to track timing accuracy. If segments consistently overrun, use Time Warp to display a faster countdown.

“Stagetimer totally kept us on time yesterday — It was the tool that made the show work!” — John Barker, Founder, Here to Record

Troubleshooting Common Issues

Issue	Symptom	Resolution
Transparency	Black/gray background blocks video	Use Color Key filter (#1c1918) or Premium Transparent mode
Audio Silence	Chimes play in browser but not on stream	Enable “Control audio via OBS” in Browser Source properties
Layout Jumps	Timer moves when a message appears	Create a customized output showing only the timer
Inverted Text	Timer appears backward in Zoom/Teams	Toggle “Mirror My Device” in Stagetimer settings
Connection Fail	Companion status remains red	Verify API Key/Room ID; ensure Pro/Premium plan
macOS Blackout	Main screen goes black in fullscreen	Enable “Displays have Separate Spaces” in Mission Control

Desktop app across machines: The default 127.0.0.1 won’t work — use your computer’s network IP address instead.

Conclusion

Hybrid events require coordination across in-person and virtual audiences. Stagetimer provides the timing backbone, while OBS handles broadcast overlays and Companion enables physical button control.

Before going live, run cue-to-cue rehearsals and test all integrations. Check the troubleshooting table for connectivity, transparency, or layout issues. With reliable cueing in place, your team can deliver polished productions that keep every segment on track.