There is a new trend in the event industry. This is when an organization hosts an event online instead of in person. Attendees can view the event from anywhere in the world, and they don’t have to leave their home or office.

Virtual events are a great way to reach a large audience with the use of live streaming. This service allows events to be viewed by anyone with a computer and an Internet connection.

Events can take place in your office space, in a conference room, or in the controlled environment of a video studio, at any given time that is convenient for you.

What is Live Streaming?

Live streaming is a type of online broadcasting that allows users to view and interact with live video content in real-time. This differs from traditional online video streaming, which typically relies on users downloading pre-recorded content. Live streaming can be used for a variety of purposes, including broadcasting news events, sporting events, and other live happenings.

A live streaming event can be recorded, which allows people to view it at their convenience after the event has finished. Viewers can either watch the live stream through a web browser or download it onto their computer so they can play it back at their leisure.

What is the Difference Between Virtual Event Streaming and Live Streaming?

Virtual event streaming and live streaming are two sides of the same coin. They’re so similar that the terms are sometimes used interchangeably.

92% of organizers have shifted to virtual events in 2021 [1]

However, the term “virtual event streaming” suggests something interactive. Something more like a live event than a live stream, where viewers are merely watching the event unfold.

Why Should I Use a Virtual Event?

There are several key reasons why hosting your event online might be right for you:

• It’s an opportunity to reach a wider audience. A virtual event can be watched by anyone in the world with Internet access, which is pretty much everyone these days.
• Because you’re broadcasting to a large audience, you’ll find that more people tune in and interact with your event – not fewer.
• You can pre-record sessions. Just because it’s virtual doesn’t mean you can’t show off your speakers. You can pre-record some sessions and broadcast them on the day. This reduces the logistical problem of getting your presenters together in one location at the same time.
• It gives you time to prepare. Virtual events are less of a rush – allowing you more time to prepare, which is especially helpful if you’re putting on a seminar.
• It can be more cost-effective. It normally costs less to host an event online because the associated overheads are significantly lower – no travel or accommodation expenses for your audience or speakers, fewer AV requirements etc.
• Allows people to attend events without leaving home
• Can be used for a variety of purposes, including education, training, and marketing
• Streaming technology has come a long way in recent years and is becoming more affordable

What kinds of virtual events are there?

There are a number of different kinds of events that work well on a virtual platform. For example:

• Annual General Meetings
• Product launches
• Industry seminars
• Employee communication events
• Lectures, presentations and training sessions
• Roadshows
• Conferences

How does live streamed virtual eventing work?

A live streamed virtual event is just like any other, only the audience doesn’t have to be in the same room.

If you’re presenting from your office space, an OB (Outside Broadcasting) van will usually be used as the control centre for the live video.

Your speaker will be miked up, the camera operator will make sure the shot is looking its best and you’ll be able to communicate with them via an intercom.

If you’re broadcasting from a video studio, then you’ll broadcast directly from there.

Using a dedicated video studio avoids disrupting your office space.

It also means that the presenters can focus on their presentations.

It’s possible to use a green screen behind speakers during a virtual event. This will allow the production team to digitally insert a custom digital backdrop which perfectly aligns with your brand and objectives.

Planning Your Virtual Event

You’ve decided to host a virtual event – great! But before you go any further it’s vital that you plan your big day carefully.

Your event can be an all day affair, or it could last for just a couple of hours – whatever’s right for you.

We know it’s tempting to just get on-air and see what happens, but even though it’s virtual you still need to consider the basics:

• What will your event be about?
• What are your business objectives for the event?
• How will your speakers introduce themselves and explain the topic of their talk?
• Who is going to moderate the session? Should they present too or just take questions from viewers?
• Will there be any visuals involved? Images or prerecorded video?

Use The Right Equipment

When it comes to technology, you don’t want to cut corners. Make sure you’re using good quality equipment for your virtual event.

This includes your camera, microphone and sound system.

The most important thing is to make sure the audio is of good quality. People will forgive a poor image but they definitely won’t put up with muffled, distorted or otherwise bad quality sound.

You will need at least the following equipment:

• A professional quality live streaming camera and tripod.
• You may require a multi-camera setup.
• A microphone for each presenter. Lapel mics are ideal.
• A good quality audio mixing console.
• Lighting equipment if necessary.
• A vision mixer or switcher to allow switching between cameras and other sources, like pre-recorded segments.
• Encoding hardware or software to convert and compress the raw video and audio feeds into a digital format for the live stream.

Just as you would with a physical event, it’s important to test all of your equipment ahead of time. This will help to ensure that everything works as it should on the day.

It’s also a good idea to do a dress rehearsal so you can get used to the camera, sound and lighting.

Producing Your Event

As we’ve touched on already, whether you opt for an OB truck or a dedicated video studio, the one thing you’ll definitely need is a producer to manage the event.

They’ll take care of everything from getting all of your equipment set up and tested before the event starts, to making sure all the presenters are ready and on-air.

During the event they’ll be responsible for ensuring that everything runs smoothly and that all of the presenters stick to their schedule.

They’ll also be responsible for any visuals that are used during the event.

The producer will also be your point of contact with the live streaming platform. This is important as they will be the ones who ensure that your live stream goes off without a hitch.

After The Event

Once your event is over, the producer will still be on hand to help with post-production.

This includes compiling all of the footage from the event into a Highlights Video, as well as taking care of any on-air promotions.

The producer will also handle getting the video online, whether that’s via a dedicated landing page on your website or on social media.

The key thing to remember is that great live streaming isn’t just for virtual events – it can be used for everything from product launches and conferences, to staff training and induction sessions.

It all comes down to planning, preparation and having the right equipment.

How much will it cost?

The cost of virtual eventing varies depending on the complexity. We can help you work out an accurate budget, taking into consideration all the elements involved.

This will include:

• The number of presenters and the length of their presentations
• Will the presenters be present in the studio or will you use pre-recorded video?
• Will there be an MC to link the presentations and introduce the speakers?
• Will you be using additional video footage – opening/closing videos, videos in-between presentations?
• The size of the audience

and many other factors.

Virtual events are generally less expensive than their live counterparts.

Live streaming virtual events will not have any travel or accommodation expenses for your audience or speakers. Fewer AV requirements are needed which reduces costs. Your employees can even attend the event from home through their computer.

How do I get started?

Contact Astral Studios today to speak to one of our consultants, who can explain in more detail how this service would work best with your particular event.

Astral Studios provides a turnkey service which allows event organisers to just turn up on the day and let Astral Studios do everything for them.

The Astral team will work closely with you to develop an effective plan that will work best for your event.

They will help with the pre-plannning and logistics to make sure that everything is ready on the day.

A test run will be done before the actual broadcast, to make sure everything works as expected.

Give us a call – we’d love to chat about your specific needs, and answer any questions you may have.

[1] Kaltura – The State of Virtual Events 2022