It’s important to understand that organising a virtual is not less work than readying an in-person event. Therefore, it requires the same amount of care, attention to detail, time, and effort to ensure that all participants have a memorable experience.
Also, it can be more challenging to host a live stream event than a recorded one because you will have to take measures to prevent connectivity issues, keep track of time, and avoid any delivery issues in the feed. If you’re looking for a virtual event solution to organise an event in 2022, then this quick guide will help prepare you for it.
Get the Basics Ready
There are quite a few similarities between organising an in-person event and a virtual one—except that you’ll need an online event platform for the latter. So, you’ll need to go over things like setting the duration of the event, the number of attendees, the content that will be live-streamed, the opportunities for interactivity, and so on.
If you have organised an in-person in the past, try to use some of the same planning methods and tips to get you on track. On the other hand, if you lack experience, it’s a good idea to hire a virtual event company to help you manage your event.
It’s best to keep your event limited to two hours in total. Think of it from your attendees’ perspective—they may start to lose interest after that. In addition to that, it’s important to help make attendees feel like they’re part of an event instead of simply watching a video. So, introduce some bits of interactivity.
Select the Correct Video Hosting Software
You’ll need video hosting software to host a live stream. It’s a good idea to use a high-quality paid online event platform because those will offer far more capabilities than free options. Investing in a paid service allows offers great privacy options so that you can password-protect your event.
Such privacy/security features are particularly necessary if your live stream is confidential. High-quality platforms also ensure that attendees can easily interact and communicate with the video host, which is important for the ‘Q and A’ sections of an event.
Invest in Appropriate Equipment
Your equipment can dictate the quality of your event. So, it can be worth investing in exceptional live streaming cameras, microphones for capturing audio, lighting equipment, etc. That said, you don’t need to invest in all of that if you plan to host just one live stream event.
Some typical equipment that you may need includes the following.
- Live streaming cameras
- Tripods for your cameras
- A video capture card
- Microphones for capturing audio
- Lighting equipment
- Encoding software
Now, every company doesn’t have the budget to invest in high-quality technology to be able to host a successful event. Well, that’s where a virtual event company can help. Some event companies have the tech you need to host your event, and you can simply have the professionals take care of all of that for you. This way, you can save time, effort, and money in purchasing each piece of equipment.
Plan the User Experience
In addition to planning the event, you’ll need to focus on the user experience. If you’re hosting multiple workshops, then you should consider creating digital pamphlets for each one. Also, include the links to the session and the schedule in the pamphlet. This way, your attendees will easily be able to find the event with ease.
It’s also important to determine how you plan to have a ‘Q and A’ section. You could have your attendees submit their questions before the event. On the other hand, if your platform includes a chat feature, then they could use that to submit their questions during the event.
Do a Test Run before the Event Day
It’s in your best interest to test everything before the event day. You could do a test run of the entire event to check for any potential problems with the equipment, the planning, or the content of the event. Thus, you can rectify any potential problems before the event to reduce the chances of any hiccups on the event day itself.
It’s best to have more than one person audit the test run. This way, there will be a higher chance of identifying possible issues. Try to look out for any mistakes in the written content, such as typos or any other mistakes.
Doing a test run is also a good way for the presenters to rehearse their roles. It can help nervous presenters become comfortable with speaking on camera.
Some Things to Keep in Mind for the Live Broadcast
The steps above will help you get settled for your event, but there are a few additional things to keep in mind. Some of these tips can make a significant impact on the overall performance and success of your live streaming event in 2022. Here’s what you must do a few minutes before you start the stream if you’re the presenter.
- Use the restroom so that you’re comfortable for the rest of the stream
- Wear a shirt that doesn’t have stripes or patterns because it can look weird on camera
- Test your mic levels—have your audio engineer set up the microphone properly
- Have your team Make sure to check what the lighting looks like in the camera—not just in person
- Keep a bottle of water or any other drink with you for your stream
Last Few Words
Virtual events have become far more common since after the COVID-19 pandemic. As a result, it has become more affordable to organise and host one due to the availability of equipment and organisers. If you’re looking for a virtual event solution in the UK, you can check out Seven Events.
This company can help organise a variety of virtual events by offering the necessary supplies, planning services, and much more.