Virtual Event Production Guide for 2023
This guide outlines four different virtual event production options and how each approach can benefit your organization.
LIVE STREAM YOUR VIRTUAL AND HYBRID EVENTS
Host your virtual event live stream from anywhere. Your engaging and successful virtual event can be produced entirely remote, broadcast from our Portland, Oregon, production studio or live streamed on-location. Hybrid events are streamed in front of an in-person audience and delivered online.
We live streamed more than 800 virtual and hybrid events between March 2020 and the end of 2022. Please scroll down for examples of each type: entirely virtual, in-studio, on-location, and hybrid.
Our Virtual Event Production Guide for 2023 is a helpful resource when considering your virtual event live stream production options.
Professional Live Stream Production Team
Our team is an extension of your team. You’ll have a dedicated production manager, director, and technical producer 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 live stream, the technical producer seamlessly transitions between live and recorded content, adding graphics, picture-in-picture, and web page captures.
Entirely Virtual, In-Studio, On-Location, and Hybrid Options
Host from your home, office, event venue or our live stream studio in Portland, Oregon, and we’ll live stream your virtual event to your online channel such as YouTube. You can also embed the video feed on your website or we can build a custom live stream landing page for you.
Entirely Virtual Event: Live Stream Package
- Host the virtual event live stream 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 stream; live stream of the main event; optional chat feature; back-up live stream; and a link to download a recording of your event.
Play Video
SMART: A Story Like Mine Virtual Literacy Summit
Partner: Christine Pitawanich
Play Video
WestSide Baby: Beyond the Basics 2022
Play Video
Breast Cancer Action: Drawing the Connections 2022
Partner: Lisa Geduldig
In-Studio Virtual Event: Live Stream Package
- Your virtual event will be a high-value video production filmed in HD from The AV Department’s flexible studio in Portland, Oregon complete with lights, cameras, microphones, preview monitors to view scripts and live web feeds (such as bidding and chat during the live stream), and backdrops such as our 16' LED video wall, TVs, or pipe and drape.
- We will coordinate with you and/or your IT manager to deliver the video feed to your online channel.
- Get creative and design your own custom set with props and decorations.
- Complete In-Studio Virtual Package: live stream landing page; 30-minute pre-event content; high-value video production live stream from our studio; optional chat feature; back-up live stream; and a link to download a recording of your virtual event.
Play Video
Our Lady of the Lake Catholic School Auction
The AV Dept. Studio A
Partners: Amy Troy; Greater Giving; Royces Prop Shop
Play Video
City Club: State of the City 2022
The AV Dept. Studio A
Partner: Office of Mayor Ted Wheeler
Play Video
Oregon MESA: Future Innovators Celebration
The AV Dept. Studio C
Partners: Mike Wilson; Mobile Cause
On-Location Virtual Event: Live Stream Package
- Host your live stream from a specific physical location related to your organization or the event and we'll bring the studio to you.
- Approriate lighting, video, audio, and live stream equipment will be included and set-up at the location of your choice.
- Add this package to a live event for a hybrid event.
- Complete On-Location Virtual Package: live stream landing page; 30-minute pre-event content; high-value video production live stream; optional chat feature; back-up live stream; and a link to download a recording of your virtual event.
Specific technical needs must be met for on-location live streaming including 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 and physical distancing is required. Only people essential to the virtual event should be on set during the livestream.
Play Video
Hillsboro Schools Foundation: All You Need is Love
Partner: Graham Crow
Play Video
Youth Music Project: Sweet Sounds of Youth Music Project
Partners: Amy Faust; Dale Johannes; Greater Giving
Play Video
Stand for Children Oregon: Beat the Odds Scholarship Event and Fundraiser Nov 2021
Hybrid Events
Hybrid events bring online and in-person audiences together. You can host one audience on-site and provide a live stream for guests who are not able to attend. This is a great alternative for event planners who would like to capture the in-room atmosphere and excitement of the live event while reaching a larger online audience.
Options include welcoming a small group as a studio audience for an on-site live stream, or add a live stream component to your in-person event. Watch recent hybrid events below and read about three examples in our blog posts: Beyond the Horizon Gala, Screentime Drive-In Gala and Inspire Hope Event.
Specific technical needs must be met for on-location live streaming including 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 and physical distancing is required.
Play Video
Community Partners for Affordable Housing: Homeword Bound 2022
Location: The AV Dept. Studio A
Partners: Dale Johannes; Give Lively; Eli Saslow
Play Video
Boys and Girls Clubs of Southwest Washington: Beyond the Horizon
Location: AC Hotel, Vancouver WA
Partner: Tyler Monk
Play Video
Brian Grant Foundation Gala: Shake It Till We Make It
Location: Castaway Portland
Partners: Raise Agent; Brenda Braxton; Dale Johannes; Steve Dorsey
Optional Virtual Event Package Add-Ons
- Heads & Tails Video Editing of the Live Stream 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)
- High value video production of narrative, organizational, and appeal videos
COVID-19 Safety Precautions
In our studio and on location, our team takes all CDC-recommended safety precautions against the spread of COVID-19 and other respiratory viruses. Hand sanitizer and antiseptic wipes are used; our equipment is cleaned before and after every use, and masks are worn when requested by our clients and partners. We monitor and follow state and county health authority requirements and recommendations.
READY TO GO VIRTUAL?
Contact us if you want to host a virtual event livestream or hybrid event with an experienced production partner.
Live Streaming Articles from Our Blog
2022: A Look Back
A fast-paced look at a year of virtual live streams, amazing live and hybrid events, and inspiring video projects.
Understanding Live Stream Visual Design
A guide to the visual elements of live stream design including inputs, overlays, lower thirds, transitions, and more.
Event Format Advice and Resources for 2023
Events will continue be hosted as a mix of virtual, hybrid and in-person gatherings. We offer event format advice for 2023.
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