8 Steps to Producing a Livestream Virtual Event
Producing your first (or second or third) virtual event can be stressful. We’ve streamlined the process and identified 8 key steps.
LIVESTREAMING AND VIRTUAL EVENTS
Faced with physical distancing and crowd size restrictions, event planners are crafting engaging and successful virtual events. Livestreaming technology gives you the option to broadcast your virtual event from anywhere while still meeting your event goals.
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VIRTUAL EVENTS IN 2020
Entirely Virtual, In-Studio, and On-Location Options
Rather than cancel, move your event online. Condense the content of your event and livestream from your home, office, event venue or our studio. Your presentation and activities are delivered through livestreaming to your online channel such as YouTube, or Vimeo. Or you can embed the video feed on your website.
Professional Livestream Production Team
Our team is an extension of your team. You’ll have a dedicated technical event planner, technical livestream engineer, audio engineer, and technical director working together to ensure a high-quality webcast run like a live television show, broadcast in 1080p, and delivered to your audience online. During the livestream, the technical livestream engineer seamlessly transitions between live and recorded content, adding graphics, overlays, picture-in-picture, and web page feeds.
Virtual Event Livestream Package
- Host the program live from anywhere with a web camera, microphone, and reliable internet connection.
- We will coordinate with you and/or your IT manager to deliver the video feed to your online channel. We will also provide advice regarding internet and computer options at your remote hosting location.
- Complete Virtual Package: custom landing page; 30-minute pre-event content; livestream of the main event; optional chat feature; back-up livestream; and a link to download a recording of your event.
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Texas Freedom Network Cheers to 25 Years
Oregon Shakespeare Festival Dare to Dream Gala
CUESA Sunday Supper (with Atomic Productions)
Global Ties Detroit Virtual Annual Dinner
Council for the Homeless Making Home Possible
Prairie Paws Animal Shelter Bow Meow Fundraiser
Mt. Hood Kiwanis Camp A Masked Affair
YWCA Walla Walla Virtual Luncheon 2020
Community Action Virtual Kaleidoscope
Bridges Middle School Virtual Auction
Children’s Book Bank Tell Me A Story
Friends of Pimpollo Virtual Cinco de Mayo Benefit
Boys and Girls Club of Portland Metropolitan Area Be Great Ball
Young Audiences Oregon and SW Washington YA on Broadway
Trillium Family Services Heroes Gala
Lutheran Community Services Northwest Virtual Fiesta en la Viña
Portland Waldorf School Class of 2020 Graduation
Crown Point Neighbors Helping Neighbors
Clackamas Women’s Services Screentime Drive-in Gala (Hybrid Virtual Event)
Cleveland and Woodley Park Village Summer Spritz
AIM Youth Mental Health AIM Beyond Virtual Gala (with Atomic Productions)
Virginia Garcia Memorial Health Center & Foundation ¡Prospera!
High Desert Museum Virtual High Desert Rendevzous
Lan Su Chinese Garden Under the Moonlight
Black Parent Initiative Luncheon
Cornerstone Community Housing Housing Heroes Extravaganza
In-Studio Virtual Event Livestream
- Livestream your program from The AV Department’s flexible studio in Portland, Oregon.
- We will coordinate with you and/or your IT manager to deliver the video feed to your online channel.
- The studio package includes a 12-foot background screen, pipe and drape backdrop with uplighting, podium, stage lights, preview monitors, audio mixing console, lavalier and handheld microphones, and two cameras. You are welcome to bring additional set decoration.
- Your virtual event will be a high-value video production. Our talented videographers film your hosts in HD from two camera angles. Preview monitors allow the hosts to view scripts and monitor live web feeds such as bidding and chat during the livestream.
- Complete In-Studio Virtual Package: livestream landing page; 30-minute pre-event content; high-value video production livestream; optional chat feature; back-up livestream; and a link to download a recording of your virtual event.
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Children’s Center Healing Garden Gala
Parkinson’s Resources of Oregon 40th Anniversary Celebration
Chelsea Hicks Foundation – Chelsea’s Closet Costume Ball: Pajama Party with a Purpose
Q Center SHINE: The Q Center Tea Dance
Basic Rights Oregon Ignite 2020
Evergreen Aviation & Space Museum Welcome to the Future
A Family Place Champions for Children Virtual Gala
Forward Edge Worth & Purpose Virtual Banquet
Children’s Institute Impact Oregon’s Future
Makindu Children’s Program 2020 Virtual Fundraiser
West Columbia Gorge Humane Society A Tail to Remember
Oregon Food Bank Oregon Harvest Dinner
Housecall Providers House Party for Housecalls
Special Olympics Oregon Breakfast with Champions
Albertina Kerr 24 Hours of Kerr Gala
Tucker Maxon School Sounds of Tucker Auction Gala
The Children’s Course and The First Tee Wine and Golf Ball
Dress for Success 2020 Celebrate Success Gala
Columbia Christian School It’s A Small World Annual Auction
William Temple House Style and Sustainability for Social Good
Oregon Episcopal School 5th Grade Promotion Ceremony
Oregon Episcopal School 8th Grade Promotion Ceremony
Northwest Academy Class of 2020 Commencement Ceremony
Neighborhood House Welcome Home Virtual Hour of Hope
With Love Virtual Spring Benefit
Oregon Wildlife Foundation Growth 2020
Community Warehouse Chair Affair
Home Builders Foundation Virtual Building Hope Gala and Auction
New Avenues for Youth Brews for New Avenues
Portland Rose Festival 2020 Rose Festival Honors
Caldera Arts Stories of Change 2020 Virtual Campfire
Lift UP Making Connections 2020
Metropolitan Family Service A Gathering of Good
Youth Rights & Justice 2020 Virtual Gala
B.U.L.L. Session Invitational Charity Events 30th Annual Virtual Auction
Vancouver Symphony Orchestra 2020 Gala
Music Workshop Inspire Live! Latin American Music Virtual Launch Party
Technology Association of Oregon 2020 Oregon Technology Awards
YWCA Clark County Empower Luncheon 2020
The Street Trust Virtual 2020 Alice Awards
Latino Network Noche Bella
Literary Arts Bookmark
Camp Rosenbaum Taste of Camp Online
William Temple House Fork & Vine Gala
German American Society Friendship Gala
Maybelle Center for Community Hope in the Heart of Portland
Street Roots Family Breakfast Broadcast Edition
Trauma Intervention Programs Heroes with Heart
On-Location Virtual Event
- When your virtual event is directly tied to a specific physical location, our on-location virtual event package is an option.
- Your hosts will be filmed in HD using one camera and lavalier and handheld microphones.
- Complete On-Location Virtual Package: livestream landing page; 30-minute pre-event content; high-value video production livestream; optional chat feature; back-up livestream; and a link to download a recording of your virtual event.
Specific technical needs must be met for on-location livestreaming including access to power, a fast and reliable dedicated internet line, access to the port, and direct communication with the on-site IT manager. The internet line must be free of upload restrictions and firewalls (often encountered in office buildings.)
Sufficient space for equipment is required. Your location must accommodate 6-foot physical distancing at all times. Only people essential to the virtual event should be on set during the livestream.
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Portland Youth Philharmonic Meet the Musicians Fundraiser
Oregon Episcopal School 150th Anniversary Gala
Jesuit High School Class of 2020 Graduation and Pre-recorded Commencement Presentation
Oregon Episcopal School Class of 2020 Commencement
Clackamas Women’s Services Screentime Drive-in Gala (Hybrid Virtual Event)
Optional Virtual Event Package Add-Ons
- Heads & Tails Video Editing of the Livestream Recording
- Testimonial Recording (filmed during or after the virtual event)
- Keynote Recording on Location (if your keynote speaker prefers to record their presentation and have it incorporated into the virtual event)
- Crisis Response Statement on Location (for social media and website use)
Hybrid Events
As crowd size restrictions are lifted, hybrid events will become an interesting option for many organizations. You’d host a smaller group and provide a livestream for guests who are not able to attend. This is a great alternative for event planners who would like to utilize an event venue and capture the in-room atmosphere and excitement of the live event while reaching a larger audience. Looking for an example? Read about the Screentime Drive-In Gala.
COVID-19 Safety Precautions
In our studio and on location, our team takes all CDC-recommended safety precautions against the spread of COVID-19. Physical distancing is maintained, masks are worn, and hand sanitizer and antiseptic wipes are used. Each speaker is provided their own sanitized microphone and our equipment is cleaned before and after every use. Read more about our safety procedures.
READY TO GO VIRTUAL?
Contact us if you want to learn more about turning your meeting or fundraiser into a virtual event.
Livestreaming Articles from Our Blog
Getting Ready for Hybrid Events with Robo Cams
Remote robotic cameras are a great option for hybrid events.
3 Types of Hybrid Events
We predict these three types of hybrid events will be most popular as states slowly allow small gatherings and events to resume.
Essential Roles for Virtual Events
A guide to a livestreaming event team, both in front of the camera and behind the scenes.
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