Town hall meetings, executive messages and other live stream events can connect your workers across geographical boundaries and make it easier for organizations to get important information to as much of the workforce as possible all at once. Video is making these types of events easier than ever, especially as many organizations embrace remote work policies. However, plenty can go wrong during a live stream event, and organizations that do not plan carefully to create a great event can leave their users frustrated and disappointed.
Creating a good live stream event isn’t rocket science, but you do need to plan carefully. Three key issues that you must keep in mind to hold a good event include:
1. Prepare your speakers
Make sure the presenters at your live stream understand that the event will be streamed out to users via a video feed. They will want to consider how any visuals they plan on incorporating into their speech will translate to cameras. A chart on a poster may be visible to people sitting nearby, but will it show well on camera? Should the person running the camera focus on the speaker or the visual during different parts of the presentation? Will putting the camera on a tripod and letting it go get the job done? Do you need to use a microphone for the video feed’s benefit when one may not be necessary for those attending in person?
These questions must all be addressed when holding an event, and you don’t want your speaker to prepare for the session only to arrive and find that some plans won’t work because of video. Furthermore, somebody planning to talk to a small audience in person could become nervous when faced with a lapel mic and camera.
2. Perform a technical check in advance
Nobody wants to set time aside from their workday only to spend 10 minutes with nothing to do because the camera isn’t working, somebody hasn’t started the video conference yet or everybody is waiting on the A/V person to come and start filming. Run a test of all of the technology you’ll be using in real time, start setting up early enough to give you time to resolve any problems that arise and make sure you’ve given stakeholders in the event clear instructions. You don’t want to set everything up and be ready to start only to find that you didn’t ask anybody to kick off the videoconference session.
3. Take care of the details
Many mediocre live stream events occur simply because organizations don’t take the time to think about the small details that come into play when performing a video presentation. Many small issues can come up with video, and paying attention to these details and planning accordingly is key. A few issues to keep in mind include:
- Ask viewers to mute any microphones on their end so you don’t have background noise interrupting the live stream.
- Make sure everybody has access to the correct live stream app and any necessary login credentials.
- Place the camera where it gives users a clear view of what’s happening, but also doesn’t block visibility for people attending in person.
- Be careful with close-up views of individuals that could be unflattering – even the most objectively attractive people are caked with make-up before being exposed to a high-definition close-up.
- Distribute electronic copies of any documents that will be handed out in paper form to those attending the event in person.
These are all fairly small issues, and none of them will single-handedly prevent your live stream from being a success. However, each of these issues can make your event seem less professional and cause viewers to disengage. Effective preparation and attention to detail is key when trying to hold a good live stream presentation.