In today’s fast-paced, connected world, live streaming has shifted from a nice-to-have to an essential tool for event production. Live streaming not only amplifies your event’s reach but also brings unparalleled engagement and longevity to your content. So, if you’re ready to embrace the power of live streaming, you’re in the right place. In this guide, we’ll explore everything you need to know about making your next event a live-streaming success.

Why Live Stream an Event?

Let’s start with the big question—why invest in live streaming? You may be weighing whether it’s worth the effort, but here are some compelling benefits:

Increased Reach & Accessibility

Imagine being able to invite anyone from around the world to your event, instantly. Live streaming allows you to break down geographical barriers, reaching audiences across time zones and continents. Whether they’re tuning in from their living room or their office, people can easily access your event. Ever had an event you wish had a packed audience? With live streaming, your virtual “seats” are unlimited.

Real-Time Audience Engagement

Live streaming isn’t just a broadcast; it’s often a two-way street. Features like live chat, Q&A sessions, and interactive polls make the experience engaging and memorable for the audience. This kind of real-time interaction is priceless, especially for organizations looking to build loyalty and connection with their community. Plus, it’s just plain fun to see questions and comments come in from all over the globe—instant feedback in a way that no other medium can replicate!

Photo by avad3 Event Production: Live attendee view of nonprofit executive summit livestream

Cost-Effectiveness & Content Longevity

Yes, live streaming is an investment, but think of it as one with great ROI. By live streaming, you save on venue and travel costs while still reaching a wide audience. The content doesn’t end with the stream either. Recording it means you have reusable, repurposable content that can be edited into social media snippets, blog posts, and more.

Brand Building, Promotion, & Monetization

Live streaming is a huge opportunity to build your brand. With the ability to monetize streams through pay-per-view, ads, or sponsorships, it’s also a lucrative channel. What better way to promote your organization than by showcasing your expertise and delivering value-packed content live?

Flexibility & Convenience for Hosts & Viewers

Unlike traditional events that lock you into a set time and location, live streaming is flexible. You can stream from anywhere with an internet connection, allowing you to design your setup and timing to best suit both you and your viewers.

avad3 Event Production crew coordinating livestream for world-class museum

Planning Your Live Stream

Ready to dive into the live streaming process? Like any great event, successful live streaming starts with planning.

Identify Goals & Intentions

Every live stream should have clear goals—be it growing your brand, raising awareness, or educating your audience. Set a target for viewer engagement and metrics you want to track, like views, likes, and shares.

Photo by avad3 Event Production: hybrid business executive conference

Outline Audience Engagement & Content Strategies

Live streaming is not a passive experience. Ask yourself, how will you keep the audience’s attention? You might include interactive elements such as live polls, Q&A segments, or shoutouts to make viewers feel part of the experience. These strategies don’t just happen; they’re planned for.

Choose an Online Video Platform

Selecting the right online platform is crucial. If your audience is used to Zoom, maybe stick with that. If you’re looking for professional-grade capabilities, consider platforms like Vimeo Pro or Livestream. Evaluate each platform based on its features, audience size limits, and compatibility with your equipment.

Photo by avad3 Event Production: Camera operator at large conference in Las Vegas.

Required Equipment for Live Streaming an Event

Getting the right gear may sound technical, but it’s simply about knowing what’s essential. We recommend working with your production partner to achieve technical success. Here’s a breakdown of what they’re going to recommend:

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Video & Audio Equipment

Video and audio quality are what separate the amateurs from the pros. Invest in a quality camera—whether it’s a DSLR, a camcorder, or a dedicated streaming camera. Tripods and camera supports are also essential for stable footage.

•Cameras

Choose a camera based on your production’s needs and budget.

•Microphones and Audio Mixers

Good audio is essential, so don’t rely on the camera’s mic alone. Lavalier mics, handhelds, or directional mics, depending on the setup, can make your production sound polished and professional.

Streaming Hardware & Software

Here’s where it gets a bit technical, but bear with us.

•Capture Cards

Capture cards connect cameras to your computer, allowing you to convert video from the camera into a format that can be streamed. They’re crucial for getting that high-quality image viewers love.

•Video Mixer/Switcher

If you’re using multiple cameras, a video mixer or switcher will let you change angles seamlessly.

•Encoders (Hardware and Software)

Encoders are responsible for compressing and converting your video. If you’ve heard of OBS, you’ve seen one of the most popular encoding software options.

Lighting & Additional Setup

Great lighting can be the difference between looking like a seasoned professional or an amateur just getting started.

•Cables, Connectors, and Tripods

Ensure you have all necessary cables and connectors and that they’re compatible with your setup.

•Monitors, TVs, and Computer Requirements

Having a monitor lets you preview what’s going live and troubleshoot instantly.

•Internet Connection and Stability Equipment

It goes without saying, but your internet connection is the lifeblood of your live stream. A dedicated, high-speed connection is ideal, and backup solutions like mobile hotspots are a smart failsafe.

Photo by avad3 Event Production: Stage effects at an event are live-streamed to virtual attendees

How to Set Up for Live Streaming

Setting up can feel like a puzzle, but here’s how to piece it together:

•Connect and Configure Your Encoder

The encoder is key. After connecting, make sure it’s configured for your streaming platform.

•Input Your Sources (Audio, Video, Graphics)

Your sources include the camera feed, any microphones, and graphics or overlays you plan to display during the stream.

•Create and Configure Your Live Channel

Setting up the channel on your platform is essential to get the stream URL, embed codes, and stream keys.

•Embed Your Stream on Desired Platforms

Make it easy for your audience to join by embedding the stream on platforms they know and trust, like YouTube, Facebook, or your own website.

Testing & Promotion

There’s nothing worse than realizing technical issues only after you’ve gone live.

•Conduct a Test Run

Run a full test of your setup. Verify audio quality, video sharpness, and internet stability. Consider how adding attendees into the live studio audience room may affect different bandwidth, depending on which portion of the internet connection you’re accessing.

•Promote Your Live Stream Event

Build up excitement around your event. Use social media, email campaigns, and even influencers to spread the word. A countdown timer on your website or landing page is also a simple way to remind viewers when to tune in.

Going Live

All set? Here’s what to keep in mind as you go live.

•Start Streaming and Monitor Engagement

The magic begins as you go live. Keep an eye on engagement and viewer comments—acknowledge them to keep the interaction flowing.

•Real-Time Interactions and Viewer Feedback

Encourage feedback throughout, but be prepared for potential curveballs. Not everything will go as planned, and that’s okay. Ideally assign a member of your team, or a producer from the production company, to be dedicated to monitoring the “remote experience.” Not someone in the room with AirPods, someone intentionally placed in a small room nearby, “stuck” with the remote experience, so you can realize if you’re not cutting to wide audience shots often enough to show context of the room for instance.

•Add a Call-to-Action (CTA) for Audience Participation

Give viewers a reason to stay involved. Whether it’s directing them to a website or inviting them to download a resource, a strong CTA keeps the engagement going.

•Ensure Team Coordination for Smooth Execution

Your team behind the scenes is vital. Ensure everyone has a clear role and is communicating effectively.

Post-Event Actions

Your live stream may be over, but there’s still work to be done.

•Replay and Repurpose Your Live Stream Content

Share the replay on your social channels. It’s valuable content that has legs long after the stream is over.

•Analyze Performance Metrics

Most platforms offer metrics that help you gauge how well the stream did. Use these insights for continuous improvement.

•Gather and Review Audience Feedback

Audience feedback is invaluable. Ask viewers for their thoughts on the stream. Was it too long? Was the audio clear? Use this to improve your future streams.

•Plan for Future Live Streams Based on Insights

Each live stream is a learning experience. Take note of what worked and what didn’t, so you can make your next one even better.

Photo by avad3 Event Production: Camera captures footage for live streamed event.

Live Streaming with Specific Platforms

There are numerous platforms to choose from, and each has its pros and cons.

Guide to Using Zoom for Live Streaming

Zoom’s simplicity makes it a popular choice, but be aware of its limitations compared to other platforms designed specifically for live streaming.

Comparison of Popular Streaming Platforms (Free and Paid Options)

Platforms like YouTube Live, Facebook Live, and Vimeo Pro each have unique features. Decide which is right for you based on budget, audience, and technical requirements.

FAQs

What is a Live Streaming Event?

A live streaming event is a broadcast that takes place in real time over the internet. It allows people to tune in from wherever they are.

How Do I Attend or Host a Live Stream Event?

Attending is as easy as clicking a link. Hosting requires some planning, equipment, and testing, as this guide outlines.

Cost & Platform Options for Live Streaming

Costs vary widely. Free options like YouTube Live and Facebook Live are great for beginners, while professional platforms may require a monthly fee.

Conclusion

Live streaming is an incredible way to extend the reach of your event, engage your audience, and build a lasting connection. By following these steps, you’re on your way to delivering a high-quality, impactful experience that leaves a lasting impression. Happy streaming!

Mastering Live Streaming for Events: Your Comprehensive Guide to Engaging a Global Audience