How to Live Stream an Event: A Step-By-Step Guide

Are you planning to go live at an event?

Live streaming is the new way of getting connected with target audiences. Whether you’re a brand, a D&D group, or a charity, online live video streaming is a big trend. Live streaming is so big now that this 2020, we’re expecting live streams to make up 82% of all internet traffic.

Do you want to get in with this trend? If you want to learn how to live stream an event, keep reading to find out. 

1. Check the Venue

When you plan live stream events, one of the first steps to take is to check the venue. The key members in the live streaming team need to see it in person. This way, they know how to work around it once the event occurs.

Survey the best access points in the venue. Where can you find the critical resources in the venue? Where will you place your most important assets to best live stream your event?

Remember to check where the power outlets are. If you’re streaming outdoors, this will help you determine if you should bring a power generator. Also, this will help you figure out where your central location will be for all your video and audio outputs.

Next, find out if the venue offers a reliable internet connection. Where can you get the best signal? Is it worth the venue’s dedicated internet connection fee?

2. Choose a Streaming Platform

There are many platforms where you can live stream. Some of the most popular ones include YouTube Live, Instagram Live, and Facebook Live. Do note that different streaming platforms often have a variety of pros and cons.

For example, streaming live events on Facebook Live allows you to stream to groups. However, Facebook live has a 90-minute limit and doesn’t have a dedicated app for live streaming. It’s great for content like hour-long interviews, Q&As, and live unveiling videos.

YouTube Live has a simple setup, and you can archive videos for later use. It needs a certain number of subscribers to access live streaming, and like Facebook Live, it has no dedicated app. It’s perfect for all live content types.

Instagram Live also has a simple setup but don’t expect your videos to stick around after 24 hours. It takes the essence of ephemeral videos. It’s great for younger audiences and live business events.

These are only some of the top live streaming platforms. Remember, there are many more out there that will match your needs. Don’t be afraid to research other live streaming platforms.

3. Prepare Streaming Needs 

Check and collect what you need for the stream. How many cameras and mics do you need? Don’t forget to hire the right number of people to operate your equipment.

Also, remember to get a capture card for your camera. This is a need for those who are plugging in a camera to their computer. If you plan to use your laptop’s webcam, you don’t need a capture card.

External cameras also need an encoder. This is a tool that converts your content into a digital format for streaming. It’s what compresses your raw video for easier uploading and streaming. 

4. Prepare Your Video Equipment  

Get cameras depending on your venue and live stream goals. In large venues, you’ll need more cameras than in small venues. More presentations and angles will also need more cameras.

Unless you plan to follow a key person around, you want to keep your cameras steady and pointed at the right places. Set up tripods or other sturdy fixtures around the event. If you’re live streaming at a large venue, mount cameras over the crowd for a bird’s eye view.

Also, make sure your video equipment has enough lighting. If the main source of light in the venue is daylight, you’d want to keep some lights around. This way, when it gets dark or cloudy, your cameras can still pick up enough detail and light.

5. Set up Audio Equipment 

Next step on how to live stream an event is to prepare your microphones and/or speakers. Does the venue already have a sound system fitted into it? Note that if you’re hiring a DJ, remember that they’ll provide master audio for the event. 

The audio that the event-goers will hear will be different from the audio for the live stream. Get a microphone for your live stream, especially if you plan to interview people. 

Also, the most important task is to keep your audio synchronized with your video.

Setting up all your equipment can be challenging, especially if it’s your first time to live stream. If you want to learn how to live stream without stress, hire companies like WSN. They’ll take care of the equipment, setup, and live streaming.

6. Test Everything

When the setup is ready, it’s time to start testing. When you live-stream an event, don’t feel complacent that it’ll all work out. For a successful live stream, be meticulous about the cameras, the audio, and even the personnel. 

Before the concert or convention, test everything. If you prepared a video of any kind, play it out to check synchronicity. If you’re live-streaming a play, have the cameramen practice the camera cuts with the actors.

7. Tips on How to Live Stream an Event

Always make sure you have a backup plan in case things go awry. Get a list of key factors, such as the internet connection, and keep alternatives on hand. Keep extra batteries, extra cables, and more.

When you’re live streaming events, it isn’t only about getting videos of the event. You can also take pre-rolls and after-event takes. You can add these clips to the compilation video or use them as fillers for the live audience during commercials.

Finally, if you plan to stream a big company event, promote it. You can have all your equipment set up and a successful event but a failed live stream. If nobody came to watch the live stream, you may as well have recorded it and uploaded it later.

Make Your Live Stream a Success

Live-streaming is no walk in the park, especially for big events in large venues. If you’re not confident about pulling it off well, hire help. This way, you can still ensure the success of your live stream.

That’s all there is in learning how to live stream an event. We hope you learned a lot from it and proceed to hold successful live streams.

If you want to see more content about live streaming, check out our other guides now.