How to set up live streaming for your event in 7 steps

Live streaming has become an essential component of event management in the digital era. It allows event organisers to extend their reach, engage with a wider audience, and create a memorable experience. However, setting up a live stream requires careful planning and execution to ensure a professional and seamless production. In this blog, we will guide event managers and professionals through how to live stream an event.

Step 1: Define Your Goals, Target Audience, and Accessibility

Before delving into the technical aspects of live streaming, it’s crucial to define your goals, target audience, and accessibility. At Chocolate Films, we have streamed everything from operas to conferences and this part of the process is arguably the most important. What do you want to achieve with the live stream and who do you want to reach? Are you looking to generate revenue from the stream or will it be unpaid? Understanding your objectives will help you make informed decisions throughout the process.

Step 2: Plan Your Production

Careful planning is essential for a successful live stream. Consider factors such as the event venue, stage setup, lighting, and audio requirements. For digital-only events, we can arrange the use of the Nine Elms Studio near the Battersea Power Station in London. Work closely with your videography crew to discuss the technical specifications and equipment needed. They can help you decide on the number of cameras required to capture the event based on the size of the event, the number of performers, and the complexity of the stage setup. They will provide valuable insights based on their expertise, ensuring that all the necessary arrangements are made to deliver a professional live stream.

A professional videography crew will work hand in hand with the event crew to deliver a seamless service. They will conduct a detailed recce of the venue in advance to identify any potential challenges and plan accordingly.

Step 3: Select a Reliable Streaming Platform

Choosing the right streaming platform is crucial for delivering a high-quality live stream. There are several popular platforms available, such as YouTube, Facebook, Zoom, Twitch, Vimeo, and Instagram Live. At Chocolate Films, we have used all these and more, sometimes streaming to two platforms simultaneously. For example, fashion shows often require live streams on Youtube and Instagram, which demand two different shapes of screen (landscape and portrait). Evaluate each platform based on factors like ease of use, audience reach, and customisation options. Also, consider whether you want to make the stream publicly accessible or restrict it to a specific audience.

For more information, read our blog on how to optimise your video content for various digital platforms.

Step 4: Invest in Quality Crew and Equipment

To ensure a professional live stream, it’s essential to invest in high-quality equipment and a professional videography crew. Professional videographers will have access to advanced gear and expertise in handling and optimising the equipment to deliver the best results. A professional videography crew brings a wealth of knowledge in camera operation, lighting, audio engineering, as well as technical troubleshooting. Their attention to detail and ability to handle unexpected challenges ensure a smooth and high-quality live stream production.

Step 5: Test and Optimise Your Live Stream

Testing is a critical step to identify any potential issues before the actual event. Testing ensures all the technical components are functioning correctly, such as camera angles, audio levels, internet connectivity, and streaming quality. It’s important to address any problems and make necessary adjustments in advance to avoid disruptions during the live stream.

Step 6: Engage Your Virtual Audience

Engagement is key to a successful live stream. Utilise interactive features offered by your chosen streaming platform, such as live chat, polls, and Q&A sessions. Encourage your audience to participate actively, respond to their comments, and involve them in the event. This will create a sense of community and enhance the overall experience.

Step 7: Monitor and Evaluate 

During the live stream, closely monitor the production and address any issues promptly. Keep an eye on the streaming quality, audio levels, and audience engagement. After the event, evaluate the analytics provided by the streaming platform to measure the success of your live stream. Assess viewer engagement, retention rate, and feedback to identify areas for improvement in future events.

Setting up a live stream for your event requires careful planning, technical expertise, and a professional videography crew. By defining your goals, planning your production, selecting a reliable streaming platform, investing in quality crew and equipment, testing, and optimising, and engaging your audience, you can deliver a seamless and high-quality live streaming experience. Embrace the power of live streaming to extend your event’s reach and create an unforgettable experience for a global audience.

Get Started with Event Filming with Chocolate Films

When it comes to professional videography and live-streaming services, Chocolate Films has two decades of expertise in event videography. Our expert team of producers and filmmakers ensures a seamless and high-quality experience for event managers and professionals. 

Our professional videography crew works closely with the event team to deliver exceptional results, backed by our excellent equipment and technical know-how. To get started, contact us today for a free consultation.


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