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Live Event Streaming: How to Take Your Event Virtual

Mar 31, 2020

Many companies are exploring live event streaming for their upcoming meetings, presentations, or panel discussions.

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Many companies are exploring live event streaming for their upcoming meetings, presentations, or panel discussions.

They’re looking to convert a previously scheduled event into a virtual experience in which all parties – including attendees – are remote.

Live streaming is a valuable and viable solution for the event industry or any company or organization looking to stay engaged with their audience.

Here’s how to take your event virtual.

Modify Your Event Format for Live Streaming

The first consideration with live event streaming is determining how to modify your event for a digital format. What was previously planned to be an interactive, in-person discussion now needs to be reimagined to fit a virtual environment.

The first step in doing so is identifying the key speakers and presenters of your event. Are they still capable of presenting their material or delivering their presentation from a remote environment?

If so, is there anything about their presentation or speech that would need to be modified to fit within a live streaming workflow? For example: if their presentation relied on in-person human interaction (such as a volunteer from the audience), then this portion of the presentation might need to be modified.

But if you’re looking at a single-presenter speech or a panel discussion, those can easily be converted to a live stream workflow.

Assess the Infrastructure of Remote Presenters

There are a variety of methods for integrating a remote presenter into a live stream. The key is to engineer as much redundancy as possible and to make it as easy as possible for the remote presenter.

The first step in assessing the appropriate technical approach for your live stream is determining the infrastructure available to each remote presenter. They will need, at a minimum:

If your presenters do not have the appropriate equipment, then their at-home setup may need to be supplemented. Poor video or audio quality and bad lighting can really detract from the presentation and overall message.

Engineer Your Live Streaming Workflow

You’ll want to bring all of your remote feeds into one central location. This can be a remote setup operated by a single technician, or possibly a control room. This will serve as the main hub for your live stream.

live event streamingFrom your main hub, you’ll need the ability to integrate graphics, video roll-ins, presentation decks, and build a multi-view output if you’re dealing with multiple speakers.

You’ll send your live program to the web from your main hub as well. Your designated streaming platform will depend on your target audience and who you want to view your content (more on that next).

There are a few methods for integrating remote presenters. The fast and cheap way is by using a platform such as Zoom, FaceTime, or Skype. For a more robust approach, we like to deploy LiveU units, which provide some extra reliability as well as redundancy.

Your technical approach will depend on a variety of factors, including budget and time.

Establish Viewing Parameters for Your Live Stream

Don’t neglect to think of your audience. After all, you’re producing this event for them. Your live stream needs to be easily consumable for your at-home viewers.

There are many considerations to keep in mind for your live stream:

Rehearse. Then Rehearse Some More.

Practice makes perfect. Make sure you schedule as much rehearsal time as possible. This will help to iron out any technical kinks or limitations and give remote presenters an opportunity to test their at-home setup.

If you need assistance streaming an upcoming live event, our live production team is ready to help. Contact us any time.

No Comments
  • Andrew Ryback Reply
    2018-03-07 21:55:41

    We're glad you found this to be useful, Margaux. Let us know if there's anything we can help with.

  • Margaux Ford Reply
    2018-03-07 05:57:06

    I appreciate the tips on hiring a production staffing company to have more time to focus on the creative aspects of the project. Hiring a production crew is a tedious task, and can take up much of your time. We're currently working on a huge production, and I'll share this article with my boss so he'll consider on delegating the recruitment to a staffing company. I like that you mentioned that staffing company can ensure to have the right team onboard for the project. Thanks!

  • Robert McWilliams Reply
    2017-10-31 19:05:18

    Todd:I have an ad agency in addition to our production company. We put one of our clients on OTT two months ago up in Nevada. Seems to be working!Thanks again for the work earlier this month.Rob

  • Nicole Rohde Reply
    2017-05-27 22:28:45

    Hey Andrew, Any word as to whether or not the Jokers will be back for Comic Con this year? Please let me know. Thanks!!!

  • Aaron Estabrook Reply
    2017-02-23 16:26:57

    I'll be tuning in for sure!

  • David Patton Reply
    2015-01-16 13:16:02

    Interesting blog post Andrew. For those who are nearly ready to cut the cord, but still want access to key channels such as ESPN, I'd recommend checking out Dish Network's new service, Sling TV. It provides access to a handful of channels for $20/month.https://gigaom.com/2015/01/15/sling-tv-details-price-devices-networks-resolution-bandwidth/

  • Andrew Ryback Reply
    2015-01-13 14:44:19

    Go for it! I'll admit that I was a little apprehensive about pulling the plug at first, but honestly, the transition away from DirecTV has been seamless. The only missing link is live sports, but there are a few work arounds depending on what sports you watch. Good luck!

  • Gregory Hart Reply
    2015-01-13 06:35:00

    While I am part of the 55 year old demographic that still has TV boxes and does TV viewing, I do my viewing using DVRs and networked PCs playing video files from an in-home server. I too have noticed that I view a handful of shows on a regular basis and have found various other sources for these shows. And now it has gotten to the point to where I am seriously considering ending my very long relationship with DirecTV and going streaming. Working in the TV industry also helped to open eyes to this as well. This transition from "old" TV is coming and the networks (Les Moonves, I am looking at you!) had better plan for it.

  • Gary Reply
    2013-08-08 09:44:39

    You've left out a HUGE part of this story by not mentioning Howard Stern's effect on the Sharknado buzz! #siris-ly

  • Marybeth Harrison Reply
    2013-08-07 14:46:29

    I can almost hear the theme song from Jaws as I read your post!