January 17, 2021

8 Steps to Producing a Livestream Virtual Event

You’ve watched previous virtual events. You’ve researched tips and advice in the blog. Your event plans and goals are identified. Your date is set and booked. Let’s tour what happens next as we partner to produce your livestream virtual event.

1. Project Planning

All of your initial questions will be answered by the production manager during your first video conference. A link to a shared Google drive will be provided and we’ll review the folders and files. One of those files is a blank request form for your custom livestream landing page. A livestream landing page provides an easy way for your audience to watch your live event.

2. Landing Page Registration

After you complete and return the landing page request form, you’ll connect with the web designer and your unique URL will be created. Time to gather your media assets for the landing page.

3. Landing Page Build

Upload those media files for the landing page to the shared Google drive. We’ll build your landing page. As soon as it is live, share the URL in all your promotions. You can add new sponsors to the page up to 48 hours before the virtual event.

4. Script and Design

The script and cues for your livestream program can be as detailed as you need them to be. We’ll provide templates that vary in complexity–you pick the one that works best for you and your team. The same is true for the visual components of your show. Your livestream will include custom design elements and transitions that fit your branding, style, and the emotion you want to convey. Share with us examples of shows that have a “look” you love. It helps us understand your preferences.

5. Upload Livestream Assets

You already provided media files for your landing page, now’s the time to upload assets for your livestream program. These will likely include videos, slide presentations, images, fonts, and branding elements.

6. Review

The production manager will review the files you uploaded and schedule a time to discuss other details such as your selected giving platform and logistics for in-studio or virtual hosts. Polish and finalize your script.

7. Meet Your Dedicated Team

The production manager will introduce you to your dedicated livestream production team. Your director and technical producer will build, design, direct, and broadcast your livestream.

8. Rehearse and Go Live

If your livestream is an entirely virtual event, we’ll schedule time for a virtual rehearsal and test the audio and video feed from your host’s location. Be sure everyone involved is in place and using the technology and equipment they will use during the virtual event. We’ll provide tips to ensure a smooth technical experience. For in-studio virtual events, we’ll schedule time in the studio to run through the script in front of the camera.

On event day, the live chat feature and pre-show content start 30 minutes before the program. You can be as creative as you like with your pre-show content. Think about sharing highlights from the past year, special videos, a virtual red-carpet welcome for your audience, trivia games to engage viewers, provide instructions on how to bid and donate, and even script live promos by your host 15 and 5 minutes before the show.

And then . . . Lights, Camera, Internet, Action!

After your livestream, the recording of the event will remain viewable on your landing page. You’ll also be given a link to download the recording to post to your website and share on your social media channels.

Please contact us with any questions. We are here to help your virtual event reach its full potential.