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How Do You Livestream an Event: Set Up Guide & Tips

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A live streaming event is one great way to connect with a virtual audience. Because in these times, making a genuine connection (or an attempt at a connection) with anyone, including your audience, is of the utmost importance. While we are staying physically distanced in our homes, we can still connect with each other socially. One way to do that is through live events online and live streaming.

Live streaming provides an avenue for people to see raw, unfiltered, and unedited footage of those people and brands that they love. By live streaming, you are opening up your brand a little bit more to show your customers your persona. While a great idea, a live streaming event can be tricky and it’s important to walk through everything you need first before you set up. To help you through your online event, here is our guide to setting up your live-streamed event.

Basics of Running a Live Stream

Running a live stream event allows you to connect with your online audience in unprecedented ways. With live video, live audio, and even live comments, your online attendees will see your brand in a different light.

If you’ve never run a live stream before, it might sound daunting. Luckily, live streaming isn’t too difficult. Live streaming is when you upload live, unedited video content online. Many people live stream through popular social media platforms, like Facebook Live, Instagram Live, and Youtube Live. However, there are also virtual event platforms that can host live streams behind a paywall as well.

When running a live stream, you’ll want to be prepared with the right equipment. Video and audio equipment are a must (even if they are through your phone), as well as an encoder, virtual event platform, and internet connection. You should promote the event early to your followers and viewers so that they know a live stream is happening.

You can also surprise your fans and audience with a pop-up live stream if you have a decent following. For those live streams behind a paywall, you’ll want to sell tickets and get registered attendees. You might also consider hosting a live stream at different times and days so that global audiences can attend with minimal hassle. Have support staff on hand to moderate any live stream chats, to answer any questions, and to help the presenter with where to go.

Setting Up Your Live Stream

A live stream requires four main aspects in order to work: a video and audio source, an encoder, a streaming destination (like social media), and an internet connection! Think of your video source as a live feed that is funneled directly to the internet. This is not like shooting a video on a video camera or on your phone. You need a system that allows the video to go directly to a website that can be accessed at the same time that you are filming. This is what the encoder allows.

For teams that frequently host large virtual or hybrid events, you might consider purchasing a separate encoder. However, a virtual event platform, like Accelevents, will have an encoder included in the software itself so live streaming happens straight through the software.If you have the right equipment, then you can go about physically setting up your live stream. All of this will depend on the type of equipment you have, the number of pieces of equipment you have, and the physical space where the live stream is to take place. For example, if you are running a virtual conference and you want to live stream each of the presenters, then you will need a video and audio source, encoder, and all of the other connectivity resources for each in order to stream them simultaneously.

Even if you are switching from one stream to the next, you will want to be able to quickly switch without having too much equipment at that time. While set up may be required and you may want to move equipment around, doing so on the fly is a hassle. So be prepared with the right amount of equipment to make this event run smoothly. Depending on the complexity of your live stream and the event size, you may need to have a video production team on your side. You might also want to have mixing equipment, a hardware switcher, lighting, and a backdrop.

Factors to Consider During Your Live Stream

Of course, there are a number of factors to consider with every live stream event. Since this footage is going to be published live and ongoing, then you want to be sure that you will be proud of the content. Nothing is worse than posting content that you regret later. Or, you might post content that is offensive, even if what you did to offend was accidental. Consider writing up a script and asking someone to proofread the script to make sure that you are producing high-quality content.

Another unfortunate reality is that something could go wrong during your live stream. In this case, you want to be as prepared as possible for “the worst” to occur. And then, you’ll do your very best to mitigate it and of course, prevent it from happening. For example, someone might slip on the audio and accidentally say a swear word.Depending on the gravity of the error, something like this might be funny and your audience wouldn’t find it offensive. In fact, in that situation, they might find it charming as it shows your brand’s “personality” a little bit more. However, be careful. Always remember that live streams are “live” and ensure that all on-camera individuals are aware of what is and is not appropriate in advance. To make sure your live event runs smoothly, consider the following:

  • Write a script so that speakers have talking points during the live video.  
  • Also, record your live stream as well so that you can use this great digital content that can be repurposed on social media channels, like Facebook, Twitter, and Youtube.
  • Be prepared with questions for presenters so that there is not a lot of dead air.
  • Check that the lighting fully captures the scene so the viewers can see everything during the live-streamed event.
  • Consider hiring help so that your attendees are staying engaged while the event production is being managed.

You also want to prepare for how your audience will connect with your live event and how they will find the live stream. You can send out promotional ads on your Youtube channel or create an event as a Facebook event page. Consider running the live broadcast from your event branded website.

Setting Up Your Live Stream With Accelevents

Setting up your even live stream is easy with Accelevents. Accelevents allows event organizers the ability to plan for, manage and run a virtual, hybrid, or in-person event. If you are thinking about hosting a live event, consider implementing a live stream. The Accelevents streaming platform makes intuitive sense for streaming events. With its built-in encoder and high-quality streaming production software, your event will have a professional appeal to it. See today how Accelevents can make your live-streamed event a success!

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