Best practices for setting up a virtual event

Gaston Garcia
Gaston Garcia
February 3, 2022
Best practices for setting up a virtual event

Setting up a virtual event is a fairly easy task when you follow some basic guidelines. Failing to do so, might confuse attendees and result in a subpar experience for everyone watching from home.

I’ll go straight to the point on each one of these, so you can skim and focus on this list as a checklist, more than a process that you need to learn.

Don’t wait to schedule your event

Simple, right? Many people leave this task undone until the last minute, which becomes a pain when you need to send a link or embed the live stream on your own website.

Invite guest with enough time in advance

Just like the previous step, don’t invite people a couple of days before if you expect them to show up. Schedule your event as soon as the event is confirmed, and give people enough time to mark it on their calendars or press the button to receive notifications.

They will be notified one day before the event, and as soon as you go live.
If you do this right, no one will miss it.

Start your live stream 10 minutes before the scheduled time

As the title says, start at least 10 minutes before. This will give you enough time to fix any issues that might arise. When you follow this advice, guests will be notified that you’re live, and they’ll have enough time to prepare a cup of coffee and sit down to watch when the event begins.

Verify your upload speed before going live

This is as simple as opening Speedtest.net and verifying your upload speed. When using EventLive, create a Test event and look for the “Good Signal” indicator. That’s it!

In case of poor signal or low speed, try switching your internet connection to WiFi or LTE/5G. If none of those is an option, switching carriers might do the trick.

Check your audio and monitor it when you make changes

If you’re using the internal mic on your recording device, you need to pay attention to your audio levels. It’s good to have a device to monitor the live stream by opening the Event Page, but this can also be done using the EventLive app, with the audio monitor on the left side of the screen.

Will you be using an external microphone? Double check your cables, make sure everything is properly connected, and monitor your audio. If your microphone allows you to tweak your Gain levels, start at 0 and only change them up or down depending on the volume you’re getting.

Use a tripod, a gimbal, or both

There’s no way around this. A smooth live stream is an enjoyable live stream.

Avoid shaky footage at all costs, as it is uncomfortable to watch and more demanding on your internet connection.

The best way to solve this is by using a tripod, a gimbal, or both at the same time. You can connect the gimbal on top of a tripod and use it to move around the venue when required.

Using LTE/5G? Have enough data available on your mobile data plan

When relying on mobile data to live stream an event, you want to make sure that your plan has no caps, or that you won’t reach them during the event.

As a general rule, EventLive uses approximately 1GB of data per hour of live stream in 720p, and over twice as much for 1080p. If you’re using RTMP or any other method, you might want to check the remaining data on your plan.

Notify viewers when you’re going live

This is key. Notifying attendees and giving them enough time to join, is the best way to guarantee a successful experience for everyone. You don’t want to live stream to nobody, and they don’t want to miss the event because of joining 15 minutes late.

Start early and notify them. When using EventLive, guests that you added personally will be automatically notified, and they can press the Notification button anytime before or during the event.

If pausing the live stream, let people know when will you be back

Pausing the event allows you to take a break or change locations and come back whenever you’re ready. It is perfect for events such as weddings that have some “free time” between the ceremony and the reception, and for funerals that sometimes change locations during the live stream.

When you resume the event, guests who entered their email at some point will be automatically notified, so you don’t have to do anything.

The best thing to do is to let people know at what time you will resume the live stream so they don’t miss it.

Final Tips

Virtual events should be easy, but they are not always stress free.

Choose the right platforms and tools to live stream your events to minimize problems and focus on what's important, which is the viewing experience and how well you portray the event.

No matter how simple or complex your setup is, setting up systems that automatically notify your guests or that allow you to pause and resume the live stream will make it easier for you.

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Gaston Garcia
Gaston Garcia

Live Streaming enthusiast, in-house Marketer at EventLive, Wedding Photographer. Interested in all-things technology.

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