How do you stream at a conference: Everything you need to learn | Blog

However, let's face it: while it's easier (and amusing!) to attend a virtual conference while wearing sweatpants event online is stressful. So for event planners and marketers making the switch, how do get it done?

It's live streaming. In this post we'll show you how to stream your conference in just simple steps. The good news is that it doesn't take as much effort as you might think -in the event that you've got the proper tools and are prepared.

There are 6 good reasons to live stream a conference

While you might be unable to enjoy the coffee or pastries in the hotel There are a few key advantages to live streaming conferences. Check out our top reasons that event organizers and planners should make streaming conferences a part of their strategy.

1. Adapt to any circumstance.

In the beginning, live streaming a conference can be a fantastic alternative to events held in person. The virtual environment allows organizers of conferences an easy method to comply with the guidelines of public health to ensure the attendees secure. As an example, the CDC has identified virtual-only gatherings as low-risk alternative to outside or in-door gatherings during COVID-19.

In addition, live streaming a conference is growing in popularity with 90% of conference planners stating that they are planning to invest in virtual to the in the near future.

2. Provide a welcoming environment conference attendees.

Live streaming helps broaden your event audience. Think about it: without traveling, more attendees and speakers have the opportunity to participate at the occasion.

Got a partner or event sponsors from another part of the world? They can participate in your event, without having to pay the cost of flights or hotel rooms. Cutting out travel may also aid in booking that c-suite exec or celebrity speaker who previously nixed the idea due to their busy schedule.

3. Event scale up.

Another benefit of live streaming events is the growth. Live streaming helps event organizers reach a larger audience as well as reduce the overall cost of events as well as provide the opportunity to source a bigger pool of speakers.

4. Drive more revenue opportunities.

While live streaming a conference may seem like a short-term alternative to in-person events, it has plenty of revenue-generating benefits. Like, for instance, adding paid ticketing at your conference is one way to make profits. However, Global Web Index found that virtual guests are more likely to contribute money, pay for live performances, or purchase merchandise. So consider adding opportunities for guests to purchase items at the event or to make donations.

5. It is easy to record and share the event's content.

This is an important one. Live streaming production has the option of being either as easy or complicated as you'd like.
Speakers and presenters can live stream their presentations from laptops by using the built-in sound and webcam or set up the lights, mic as well as an external camera, to stream high quality video to guests who are not physically present. When the event is over, the show, you are able to show the recorded video to guests and registrants or even lock the content for future viewers.

6. Reducing the carbon footprint.

Don't beat around with the bush: businesses must consider their impact on the environment. Choosing to stream the keynote address or VIP event is a green option that eliminates the need for travel, printing materials and other wasteful aspects associated with an in-person gathering.

How to live stream an event in just 9 steps

There's plenty of benefit to live streaming a conference. However, how do you get everything set up? There are some tips to aid you to hit the ground running.

1. Create a run of show

When filmmakers set out to create a film they start with a script. Event organizers who plan out a conference should iron out the run-of-show prior to focusing on the technical aspects of a conference.

The most common items that appear in a list of show rundowns include:

• Start of the event by the host or event's emcee
• Intuitive remarks from a chairperson or executive
• Sessions or segments for each presenter or panel discussion
• Keynote speaker
• Final remarks

When you are planning the schedule for your show Don't forget to add in breaks! The fact that there's not a lunch break in a ballroom doesn't mean virtual attendees don't need the opportunity to eat or stop for a moment.

2. Choose a live streaming platform

Next, you'll want select your live streaming service. A live streaming platform hosts the video and streams it to the audience. There are many choices available, so we'll break down the main live streaming platforms types and what to look out for.

All-in-one platforms They are live streaming platforms that provide end-to-end assistance for editing, hosting, and broadcasting your video footage.

Social networks:Social platforms like Facebook, Twitter, LinkedIn, Twitch, and Instagram allow live streaming for users to connect with their followers.

Video-conferencing platformsThese services primarily are used for 1:1 meetings where individuals will meet to collaborate in real time.

Broadcast TV It is an alternative to traditional channels that broadcast live streaming.

In addition to the type of live streaming platform for your event, you'll want to consider the capabilities and features that will enhance your live stream experience. If you're planning to host an event live-streaming you should consider four things to take into consideration:

• Streaming quality and playback
• Tools for engagement with attendees
• Privacy tools
• Distribution features like simulcasting for other destinations
• Analytics
• Video content management and branding

3. Select a production team that is dedicated to your project.

It will all depend on your budget, staff, and programming requirements. Both have pros and cons to each of these options.

Utilizing an in-house team can be a good choice. Be sure to ensure that the team has the tools in place, the staff, and resources to launch.

The hiring of a production team lets you to take a step back and concentrate solely on details of the event. If you're an event planner who's not familiar with live streaming, hiring a team can be expensive, however the investment will ensure the event will go live without a hitch.

4. Find the ideal gear set-up

Video source It's sort of an obvious choice. There will be cameras to produce a livecast presentation. Make sure that you have a way to capture high-quality video. If you're recording a conference in a stage setting, you'll need to be equipped with at least two cameras so that you can properly record everything.

A source of audio Also, you're going require a high-quality sound. It all starts with the microphone selection. Decide whether speakers will wear a lapel mic, a mic placed on a lectern, or a hand-held mic. The sound outputs should be placed in the right position to prevent the feedback of moving microphones.

Capture cards The capture card is a device that takes the audio and video signals and converts them into digital data that can be uploaded to computers.

A encoder: An encoder is an electronic device or a software application that can transmit data or information to a computer.

A channel for output: Your output channel basically, it's your streaming platform. Be sure to are connected to a strong, reliable internet connection with a fast upload and download speed to run the output channel.

External display A best practice to put an external display close to the display setting so that you can see precisely what's happening with the broadcast. It allows you to see what the viewer is experiencing, and if you notice something's not quite right the issue can be fixed immediately.

A good set of equipment is vital, so make sure to do your homework before deciding on the best equipment.

5. You might want to consider simulcasting the audience of your event from anywhere

You're an event planner who puts everything you have into event planning it's likely that you want to share it with others.

6. Plan an evening rehearsal

There's no excuse for leaving your details up to chance, that's why a practice including all presenters as well as production crew is a must.

You can have your cake and eat it, as well! The first is that your presenters will experience the real-time feel of live broadcasts and, secondly your production team will be able to mitigate any technical issues before they occur. Checking your streaming equipment and internet connection ensures your meeting will be as smooth as you planned.

7. Give yourself plenty of preparation time on the day of your live event

Make sure you are prepared with all the necessary essential equipment and participants ready prior to the start time. When it comes to major events such as customer meetings Multi-track conferences, multi-track meetings, and even a team event for your teamthere's always plenty of moving parts that take longer to plan than you may believe.

8. Go live!

Once you've gone through all of the essential preparations There's nothing else to do but go out and live the life you want!

Be sure each meeting begins and ends at the correct the appropriate time. Give your speakers and presenters an easy reminder to glance at the camera instead of the monitor on their external display. It is also important to ensure that your attendees know the best ways to interact with them at the event, whether it's using hashtags on Twitter, using a Twitter hashtag or participating in a live chat, Q&A or polls.

9. Live conference recordings can be made available for on-demand

Budgeting for a live streaming conference

Just because a live streaming conference may be virtual, it doesn't mean you can forget about budget. If you are thinking about budgeting make sure you keep in mind each component that might be a price to it, for example:

• Speaker fees
• Rental or purchase of equipment
• Upgrading your internet speed or bandwidth
• Outsourced tech support
• Conference live streaming services or a platform

Even though there are important cost to be aware of, in the end, your live streaming event can be much more affordable as compared to an equivalent on-site event.

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Hopefully, this article helped demystify how to live stream the conference. However, whatever keeps our lives at home, there's no reason for professionals not to connect, work, and network. We predict live streaming will help businesses grow long into the future.