Practical Guide to Live Streaming Your Event

Hello, EastPro Friends!

Live streaming events have become one of the main trends in event organization today. It all started a few years ago during the COVID-19 pandemic when social restrictions forced many events to be held without in-person attendance. Online platforms started emerging everywhere.

Not just for large-scale events, but almost every kind of event, from seminars and concerts to product launches, is now often accompanied by live streaming, also known as hybrid events. This is a great way to reach a wider audience, right?

So, if you are thinking about hosting an event with live streaming, check out this practical guide for a hassle-free experience, ensuring your event runs smoothly without any technical drama!

What is a Live Streaming Event?

Before we dive in, let’s first define what a live streaming event actually is. Simply put, live streaming is the process of broadcasting an event in real-time through an online platform. This can be done using various devices, from standard cameras to professional setups. With live streaming, audiences who cannot attend the event in person can still experience the event's vibes through their screens.

For some events like seminars, conferences, or exhibitions, live streaming is often used for key sessions such as keynote speeches, Q&A sessions, and product launches or demonstrations.

The benefits of live streaming an event are numerous! First, it allows you to reach a broader audience, even those outside your city or country. Second, it enhances audience engagement, as participants can interact in real time through chat boxes or Q&A sessions. Additionally, live streaming provides flexibility, as the event can be rewatched anytime.

Steps to Hosting an Awesome Live Streaming Event

Setting up a live streaming event shouldn’t be done carelessly. If you don’t want your event to suffer from buffering or poor audio, you need to follow the right live streaming guidelines.

1. Plan Everything Carefully

Before you start, define your event’s goals and concept. Are you hosting an online seminar? A product demo? Or maybe a music event that fans from various locations will tune into?

Next, determine your target audience. Do they prefer watching on YouTube? Instagram Live? Or maybe Zoom for a more private setting? Choosing the right platform is crucial, as it affects the viewer’s experience and the overall streaming quality.

2. Choose the Right Platform

Selecting a platform for live streaming is one of the most critical decisions in this guide. The platform you choose should match your event’s purpose and audience needs. Some of the most popular platforms for live streaming events include:

• YouTube , ideal for large-scale events aiming to reach a broader audience. Features like live chat, polls, and the Like button help increase interaction.
• Instagram Live, perfect for more personal events or for brands with a loyal following.
• Zoom, best for more private or professional events, such as webinars, training sessions, or business meetings.

Make sure the platform you choose supports high-quality video and audio and is easily accessible to your audience.

3. Prepare Your Live Streaming Equipment

The equipment you use will greatly impact the quality of your live streaming event. Here are some essential tools you need:

• Camera or Multi-Cam Setup

  Use more than one camera or multicam to enhance your live streaming event professionally with different angles. Opt for high-quality cameras to ensure sharp visuals.

• Lighting

  Don’t underestimate lighting! Make sure your space is well-lit so the camera captures clear images.

• Microphone

  Clear audio is key to a successful live stream. Use an external microphone instead of relying on the built-in mic from your camera or laptop.

• Tripod 

  To keep your shots steady and prevent shaky footage, use a tripod to stabilize your camera.

• Internet Connection

  A fast and stable internet connection is a must to prevent lag or interruptions during your live stream.

4. Use the Right Software

Several software options can help make the live streaming process easier. One of the most popular is OBS Studio (Open Broadcaster Software), a free tool that supports various platforms, including YouTube. OBS allows you to add elements such as graphics, text, and effects to make your live stream more engaging.

Other alternatives include StreamYard, a more user-friendly, browser-based option that doesn’t require installation or vMix, a great choice for more complex live streaming events, offering multiple interactive features.

5. Run a Test Before Going Live

Before your event starts, always run a test. Simply setting up your equipment doesn’t mean it’s ready. Test everything: your camera, microphone, and internet connection. This will also ensure the software runs smoothly, and you can check for any delays in video and audio synchronization.

Testing is crucial to avoid technical difficulties during the event. If needed, simulate interactions such as responding to live comments or chat messages.

6. Coordinate Your Team and Schedule the Event

If your event is large-scale, ensure your technical team and operators are fully prepared. Set a detailed schedule, including preparation time, test runs, and the actual live session. Make sure everyone understands their roles and responsibilities, including: who will operate the cameras, who will manage the live streaming platform and who will handle audience interactions.

7. Go Live and Engage with Your Audience

During the live stream, keep your audience engaged. Reply to comments and questions, run polls, and provide additional relevant information.

Make sure to maintain high video and audio quality to ensure a pleasant viewing experience.

Live Stream Your Event with EastPro Event Organizer

So, EastPro Friends, if you want to host an event with live streaming, why not collaborate with EastPro Event Organizer? As the best event organizer in Jakarta, EastPro has extensive experience managing corporate events, festival EO events, and MICE events that involve live streaming.

EastPro’s creative and innovative team is ready to help you plan and execute an engaging and effective hybrid event with strategies that are not only appealing but also make your event stand out.

Hosting a hybrid event is now hassle-free with EastPro. Contact us today and experience a professional event like never before!