Organising virtual events has become an essential skill in our increasingly digital society. Whether it is for a concert, a conference or a Q&A session, live streaming lets you reach a large audience without the logistical constraints of a physical event.
But how do you make a live event a success? Here is a detailed guide to help you at every stage of the process.
Planning your event
Defining your objectives
Before anything else, it is crucial to determine why you want to organise this live streaming event.
Do you want to raise your audience's awareness of a particular subject, promote a product, or simply entertain? Your objectives will guide every decision about the format, duration and content of your event.
Once your objectives are set, it is time to think about the key performance indicators (KPIs) that will measure the success of your event.
These can include the number of views, viewer engagement, or even the sales generated during the live stream.
- Number of views
- Engagement rate
- Audience interaction
- Return on investment
Choosing the streaming platform
There are several streaming platforms, such as YouTube Live, Facebook Live, Twitch and many others. The right choice depends on your target audience and the type of content you offer.
For example, if you are organising an esports or gaming event, Twitch may be the best option.
Also check the features each platform offers. Some allow real-time interaction with your audience, while others provide useful monetisation options.
Take the time to compare them before making a final decision.
It is also possible to use solutions such as Vimeo with iframes to embed the live stream directly on your website. Get in touch to find out more.
Technical set-up
Equipment you will need
The quality of your live stream depends largely on the equipment you use.
A basic kit should include a high-resolution camera, a good-quality microphone and streaming software.
If your budget allows, investing in suitable lighting can also considerably improve the look of your video.
There are many streaming solutions, such as vMix and OBS, or hardware such as LiveU and Aviwest...
Internet connection and bandwidth
An aspect that is often overlooked but crucial to the success of your online event is the internet connection. Insufficient bandwidth can cause interruptions and poor video quality.
We recommend a wired connection rather than Wi-Fi to avoid any loss of signal.
If the venue you have chosen cannot provide adequate bandwidth, there is no need to worry!
There are solutions such as SIM card bonding or even Starlink for this kind of situation, and we work with providers ready to help you resolve these tricky cases.
Not sure whether your bandwidth is sufficient, or even how to find out? Our short tutorial on how to check your bandwidth explains how.
Promoting your event
Targeting your audience
To attract as many participants as possible, it is essential to target your audience well. Use social media, newsletters and even collaborations with influencers to spread the word.
The more channels you reach, the better your chances of success.
Creating a compelling teaser or trailer can also generate interest and encourage people to register. Highlight the key moments to expect and the well-known speakers to captivate your audience straight away.
Scheduling reminders
Scheduling reminders a few days before the event and on the morning itself can significantly increase attendance.
Use scheduling tools to automate these tasks and make sure nobody forgets to log in.
Also send reminders through different channels, such as email and push notifications, if your streaming platform allows it.
The idea is to be everywhere in the days leading up to the event to keep the excitement going.
The same applies to in-person events: it is an important factor that will greatly increase attendance at in-person and/or hybrid events. We cover this in more detail in our guide to organising a successful corporate event.
Engagement and interactivity
Interacting with your audience
A successful live stream is an interactive one. Encourage your audience to ask questions in real time and answer them as soon as possible. This will only improve engagement and make the experience far more rewarding for your viewers.
Use live polls to get immediate feedback on the different topics covered during the event. These small gestures show that your audience's opinion really matters and build a strong community around your brand.
Planning entertainment
In addition to real-time discussion, plan activities to hold your viewers' attention. You could, for example, invite experts or run live product demos.
The more varied your content, the easier it will be to captivate and retain your audience.
Also plan Q&A sessions where viewers can ask specific questions and get instant answers. It is an excellent way to create a direct connection with your participants.
Post-event follow-up
Analysing performance
With the tools available today, it is possible to get a good view of attendance and of how your participants interact.
All-in-one solutions exist to collect data on your participants, both in person and remote.
