Posted on December 6, 2023

How To Live Stream An Event In 9 Steps

Have you ever experienced an exhilarating moment you wished the whole world saw with you? 

That’s the power of live streaming – turning your event into a global sensation. 

Live streaming breaks the barriers of distance and time. Whether it’s the heartfelt vows at a wedding or the transformative ideas at a conference.

Imagine being the maestro of such an experience. Connecting emotions and actions in real-time, captivating audiences near and far. 

With the right approach, your event can be more than a gathering. It becomes a live spectacle with raving fans hanging on to your every word and sight. 

So, grab your camera and your passion – because I’m about to walk you through the 9 essential steps to live stream events like a pro. 

Let’s make every second count and turn your event into the talk of the digital town!

What is a live stream?

A live stream is a live video transmitted over the internet in real time. This allows you to share experiences as they unfold with an online audience.  

Live streaming invites a global audience to participate in your event’s energy and emotion. It’s about creating a shared space where interaction and engagement thrive.

Why must you know how to livestream an event?

Knowing how to live stream an event is an indispensable skill. It opens the door to a bigger audience beyond those who can attend in person. 

By mastering this technique, you amplify your reach. This enables more viewers from across the globe to be a part of your event’s narrative. 

Here’s why this matters: 

1. Extended Reach: Live streaming demolishes geographical barriers. People from different countries and time zones can join in. This expands your audience. 
2. Increased Engagement: With a broader audience, the potential for interaction skyrockets. More viewers mean more conversations, shares, and buzz. You create a vibrant community around your content. 
3. Valuable Analytics: Live streaming platforms provide real-time data on viewer engagement. This helps you understand your audience and tailor future events to their preferences. 
4. Content Longevity: A live stream can be recorded and repurposed into valuable content. This extends the life and reach of your event long after it concludes. 

Each of these benefits is crucial because they elevate your event’s experience. Not just for you but for every single person in your digital auditorium. 

By learning how to live stream an event, you leverage the power of technology to create more inclusive, engaging, and enduring events.

Step-by-step instructions to live stream an event

The journey of learning how to live stream an event can be stressful.

These step-by-step instructions will help you broadcast your next event with confidence. 

Let’s turn your event’s live stream into a highlight for every attendee, near and far.

1. Plan your live stream event

Whether held in a hall or hosted online, any successful event begins with meticulous planning. 

This becomes even more crucial for live streaming as you’re catering to both an in-person audience and virtual attendees. 

Begin by defining the purpose of your event: Is it to educate, entertain, network, or a mix of all three? 

Who is your target audience, and what will entice them to attend? This is where you balance the allure of your in-person event against the convenience and accessibility of live streaming. 

Consider the scale and scope. How many people will be physically present, and how many do you expect to join online? 

Pin down your speakers, outline the schedule, and set a date and time that maximize attendance. 

Your budget will influence everything from venue choice to technology investments. 

Pro tip: Not every segment of your event may suit live streaming. 

Behind-the-scenes moments, exclusive in-person interactions, or premium content could be kept off-camera. This helps maintain a sense of exclusivity and added value for physical attendance. 

Conversely, keynotes, panels, and interactive or experiential sessions are perfect for virtual broadcasts. They keep your wider audience engaged and involved. 

Threading this needle will ensure your in-person and online experiences are complementary but rewarding.

2. Promote your stream and event

Promoting your event and live stream should start well in advance. You need to create anticipation and momentum as the happening approaches. 

Use every tool at your disposal: 

• Social media channels
• Email newsletters
• Event platforms
• Radio
• Newspapers 
• Podcasts
• TV ads
• Blogs
• Influencers 

Craft your messaging to highlight what makes your event unmissable. Also show how the live stream will create an inclusive experience for those who can’t attend in person. 

Engage with potential attendees through teasers, speaker highlights, and interactive content. Doing this sparks conversations and word-of-mouth promotion. 

The key is consistent and frequent communication to keep your event top-of-mind. This ensures that when the day comes, your audience is ready to experience everything your live stream offers.

3. Decide on a streaming platform

Choosing the right live streaming platform is the foundation that will carry your event to the eyes and ears of viewers. 

When deciding on a streaming platform, assess your needs against the features offered. 

Do you require a paywall for monetization? Are interactive elements like polls or Q&A sessions crucial for your event? 

Each streaming solution offers a unique set of tools. Some integrate with social media platforms for easy access and sharing.  Others provide robust analytics to gauge viewer engagement. 

You can even integrate a live streaming SDK with your own application for a flawless live streaming experience.

Also, consider where your target audience already spends their time. Aligning your event with the right platforms increases organic reach and engagement. 

Facebook Live, YouTube Live, and Twitch are popular choices. Each with specific strengths for community building, broad reach, or niche audiences. 

Meanwhile, professional streaming solutions like Vimeo Live or IBM Cloud Video offer more control and customization. 

Your platform choice should resonate with your event’s technical needs and the expectations of your online audience. 

4. Choose a venue

Selecting a venue for your event is about the physical space. You also need to consider the technical requirements to stream live events. 

A paramount consideration is the quality of the internet connection available. 

Your venue must boast a robust and reliable connection with sufficient upload speed. It needs to handle the demands of live streaming without a hitch. 

This is non-negotiable; the last thing you want is a lag or a disconnection during a pivotal moment. 

Test the network well in advance and on the day of the event. This will confirm that your audience can watch your stream with no issues. 

A wired connection (Ethernet) is often more reliable than wireless (WiFi or Cellular). That said, choose a venue that can accommodate this Ethernet or has fast WiFi upload speeds.

Remember, the success of your live stream hinges not just on what’s in front of the camera. It also relies on the unseen enabler behind it – a solid internet connection.

5. Set up your equipment

The backbone of any live stream event is the equipment that captures and transmits it. Setting up your equipment well before the stream starts is crucial—it’s the rehearsal before the big show. 

Ensure your professional equipment is in place, from the sound system to the lighting setup. 

Here’s what you need to consider: 

Camera(s): Choose a high-quality camera to capture clear visuals. A professional-grade camera is ideal, but modern smartphones can provide a more casual look. 

Microphones: Invest in good microphones to ensure your audio is crisp. Lapel mics for speakers or a directional microphone can make a huge difference. 

Lighting: Proper lighting is essential. Soft, diffused light sources can reduce shadows and highlight the event’s key visuals. 

Computer: A reliable computer with the necessary software installed will be your control center. Make sure it has the specs to handle streaming software requirements. 

Sound System: You need a sound system that can cater to the room while feeding into your live stream. 

Encoders: Hardware or software encoders can convert your video to stream-friendly formats for a professional stream. 

Cables and Connectors: Have all necessary cables and connectors organized and tested to avoid technical mishaps. 

Backups: Always have a backup plan. Extra cables, a secondary audio recorder, or a backup streaming device can save the day. 

Setting up your equipment and testing it ensures that your event is broadcasted seamlessly. This mitigates technical glitches and enhances production value. 

6. Do a test run

Conducting a test run is an opportunity to fine-tune every aspect of the production process. By simulating the live event, you can assess video quality. You ensure your audience will watch a clear and stable stream. 

Use this time also to test the chat functions. If you plan to engage with your audience in real time, ensuring these features work is crucial. 

Connect all your equipment and run through the entire streaming process as if you were live. 

This includes:

• Video feeds
• Audio feeds
• Testing transitions
• Any multimedia elements you plan to incorporate. 

A test run helps iron out any technical kinks and lets you see your event from the viewer’s perspective. 

Are the visuals engaging? Is the audio clear? Is the chat easy to access and use? 

Answering these questions beforehand means you can focus on delivering great content when the event goes live. You will be confident that your audience gets the best experience possible.

7. Begin streaming 

When it’s showtime, and your live stream event is poised to broadcast, there’s a palpable buzz in the air—the world is about to join in your experience. 

Kickstart your stream a few minutes early. This not only builds anticipation but also gives a buffer for your audience to tune in. 

Make sure you or your host warmly welcomes viewers as they arrive, setting the tone for an inclusive and engaging event. 

As the broadcast goes live, keep an eye on the technical aspects and immerse yourself in the moment. 

Your energy and presence are just as vital as the content you’re presenting. 

Remember, you’re not just sharing an event. You’re bringing viewers from around the globe into your story in real-time. 

It’s your chance to connect, interact, and leave a lasting impression—so take a deep breath, go live, and let the world join your journey.

Key considerations for successfully live streaming your event

Mastering the art of live streaming requires more than just following a checklist. It’s about understanding the subtle nuances that can elevate your event online. 

Here are some insider tips that can set your live streams apart: 

Optimized Website Landing Page: If you’re embedding the stream on your website, ensure the landing page is optimized for traffic. A clean, responsive design with a clear call to action can keep your viewers focused and engaged. 

Network Redundancy: Have a backup internet connection if possible. If one network fails, you can swiftly switch to another without interrupting the stream. This maintains a seamless experience for your viewers. 

Audience Interaction: Create opportunities for live interaction. Use polls, Q&A sessions, and social media shout-outs to make the audience feel involved and valued. 

Accessibility Features: Include subtitles or sign language interpretation to make your event accessible. 

Analytics Integration: Integrate analytics tools to track viewer engagement. Understanding when viewership peaks or dips can provide insights for future event planning. 

Content Delivery Network (CDN): Use a CDN to ensure you effectively distribute your live stream.  A CDN allows you to handle large volumes of traffic without lagging. 

Network Security: Ensure the network infrastructure supporting your live stream is secure. A cybersecurity platform can monitor network traffic for anomalies, intrusions, or suspicious activities and take corrective actions.

Paying attention to these critical considerations guarantees a smooth live stream and enhances the overall viewer experience. This makes your event memorable and professional.

Taking it to the next level: Repurposing your live stream content 

Live streaming is a gift that keeps on giving long after the live video ends. 

Your message, once broadcasted, it can be repurposed into a treasure trove of content. 

Use the replay as a lead magnet, offering access in exchange for email sign-ups, thus growing your contact list. 

But don’t stop there; slice and dice your stream into medium and short-form content. 

Transform key segments into bite-sized videos perfect for social media, with the option to enhance your visuals using Depositphotos for high-quality images. Elaborate on topics with blog posts or create infographics that summarize the main points. 

The benefits? 

You extend the life of your content, boost SEO, reach people who missed the live event and cater to different audience preferences. 

Repurposing also allows you to reinforce your message, driving it home through various mediums and formats. 

To do this effectively, identify the highlights of your stream. These are the moments that sparked the most engagement or delivered the most value. 

Then, tailor these snippets to each platform. Optimize them for the respective audience. 

With a strategic approach, repurposing your live stream content can amplify your reach, strengthen your brand, and maximize the return on your investment in live streaming.

Summing it up 

As you reflect on the intricacies of live streaming and the myriad ways to amplify your message, consider the role of a partner who can simplify the entire process. 

InEvent is that ally. This comprehensive platform integrates in-person event management with dynamic live stream engagement tools. 

Imagine the peace of mind from knowing the technical details are handled, freeing you to focus on delivering a captivating event. 

Are you ready to elevate your event experience? Let InEvent take the wheel. 

Click here to discover how InEvent can transform your live streaming into an effortless success.

FAQ

What is the difference between a live stream and a virtual event?

A live stream is a real-time broadcast of an event over the internet to an audience watching online. In contrast, a virtual event is an interactive gathering that occurs exclusively online. Virtual events often incorporate many live streams and other forms of digital engagement. Live streaming is a singular aspect of a virtual event. A virtual event encompasses a more comprehensive range of activities and interactive sessions.

What do I need to live stream an event?

To live stream an event, you need the following: 

• A reliable internet connection with fast upload speeds
• Streaming software or platform
• A computer or dedicated streaming device
• Professional-grade audio and video equipment, including cameras, microphones, and lighting. 

Do you need wifi to livestream?

To live stream, an internet connection is essential. WiFi can be used, but a wired ethernet connection can be more stable. Ethernet generally provides higher-quality streams. If WiFi is your only option, ensure it is fast and reliable enough for your live streaming data requirements.

The author Julian Lankstead is the founder of JulianLankstead.com. He helps businesses increase revenue by providing strategies to improve business process efficiency.