How to live stream an event

How to Live Stream An Event

Live streams are the perfect way to have your event reach audiences worldwide. Learn the benefits and how to stream on platforms like Facebook, YouTube, and Instagram!
November 17, 2022

Ten years ago, if you had asked people if they considered livestreaming their events as part of their marketing plan, a lot of them would look at you funny. Fast forward to today’s digital era, and live streaming is quickly becoming a top contender in the ways to promote an event. Video content sits as the number one type of content to be posted online, making live streaming a perfect way to combine video with event advertising. 

What Are Live Streaming Events? 

To live stream an event means that you’re filming an event in real time and broadcasting it online so others can watch it, too. Live streaming allows viewers to feel like they’re really at the event as it’s broadcasted in real-time. Anyone can live stream almost any kind of event, from a summit to a workout class. Events can be live streamed on almost any platform that has video capabilities; the top three being Facebook Live, Instagram Live, and YouTube Live. 

Why Live Stream an Event? 

There are many reasons why you should consider live streaming your next big event. Some of the baseline benefits to event live streaming are increasing brand awareness, increasing a sense of community, and providing a special experience to those who may not be able to attend the event in-person. Some other benefits to live streaming are: 

<span class="mid-size-title">1. Broaden Your Reach</span>

When you broadcast an event online, your audience size expands drastically. Virtual events open the door to so many new attendees and viewers than in-person events could ever reach. For those who wanted to attend your event but couldn’t make it, live streaming offers the perfect solution. 

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<span class="mid-size-title">2. Increase Participation</span>

Unfortunately, not everyone who plans to attend your event will be able to make it due to unforeseen circumstances. Giving guests the option to join in virtually through a live stream will allow anyone to join no matter where they are! Make sure to advertise your virtual live stream option when you advertise the event to alleviate any in-person pressure. 

<span class="mid-size-title">3. Learn About Your Audience</span>

Many live streaming platforms have the ability to gather data about the participants who join in on your streams, like how they engage with the content and where they’re from. By gathering this information, you can learn more about who your targeted audience is and use it to your advantage with future events. 

<span class="mid-size-title">4. Motivate In-Person Attendees</span>

A camera has always been a great motivator to show people having a fun time, no matter what event they’re at. At your event, you can find people who wouldn’t mind being on camera and have them engage with the live stream. This is fun for both the stream viewers and the on-camera attendees! 

<span class="mid-size-title">5. Incorporate Your Virtual Attendees</span>

With a virtual format like a live stream, you can engage directly with your audience! Ask them questions that they can answer right in the stream, or request that they post any questions or comments that they have on social media. 

Incorporating virtual attendees into a live streamed event

<span class="mid-size-title">6. Share the Moment</span>

Streaming an event virtually is a great option due to its shareability. Instead of keeping the moment for in-person attendees, the live stream can be watched from anywhere and can be shared from anyone. 

How to Stream A Live Event 

Fortunately, streaming live events doesn’t require extensive knowledge of one particular subject. For anyone that’s not familiar with streaming, or may need a refresher, we’ll break down the steps to ensure you have a successful live stream!

<span class="mid-size-title">1. Identify Goals and Intentions</span>

If expanding your reach and gaining new audiences is your goal, broadcasting your event via live stream is the way to go. However, it’s important you figure out these goals ahead of time so you can plan accordingly by asking certain questions: 

  • What kind of event are you planning to live stream? 
  • What is the purpose of live streaming that event?
  • What do you hope to accomplish?
  • Will you monetize the event? 
  • What will your budget look like?

Answering these questions will help you start thinking about how to go about planning the rest of your event!

<span class="mid-size-title">2. Create a Plan</span>

Once you’ve answered some of the questions mentioned above, you can now start to think about your event plan. This is where you can start to think about matters such as where you’ll want to hold your event, what the agenda will look like, which speakers or entertainment you’d like to have, who you’ll invite, and how to promote the event. Talk with your event team to further plan the event to better the quality of your live stream!

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<span class="mid-size-title">3. Choose an Online Video Platform</span> 

When choosing a quality platform to stream your live event, there are a few options to choose from. If you’d rather stick with platforms to reach more people due to the amount of users on the platform, opt for using Facebook Live or  Instagram live. For streams that have extra capabilities such as video storage, analytics, and secure video uploading, opt for platforms like Hubilo, Twitch, or Flowplayer. 

<span class="mid-size-title">4. Set Up Equipment</span> 

The success of a live stream relies majorly on the quality of equipment you use. It’s important to know what kind of equipment to use for both you and your viewers needs. One of the most important pieces of equipment is the camera you use - it’s recommended that you purchase a live streaming camera to ensure the best streaming experience possible. For smaller events, a high quality webcam or other filming device would work for filming on a smaller scale. Microphones are another important piece of equipment that can improve the quality of your live stream. You want to make sure everyone can hear everything that happens during your event! 

Equipment needed for a live streamed event

<span class="mid-size-title">5. Configure Your Encoder</span>

If you choose to use an external camera or webcam, it’s important that you have a means to convert the content into digital video files through a video converter. Choosing a video encoder that is compatible with your virtual video platform is important as well so everything runs smoothly. 

<span class="mid-size-title">6. Input Your Sources</span>

Once you have your video encoder set up, the next step is to hook up all your external sources to the encoder. This includes any microphones, cameras and additional sources to ensure they work for your live stream. 

<span class="mid-size-title">7. Create a Live Channel</span>

Whichever video streaming platform that you choose, the next step is to create a channel for yourself or your company. Since this channel will be a representation of your business and your events, make sure to reflect that in the channel name and description. 

<span class="mid-size-title">8. Embed Your Stream</span>

After you’ve set your channel, it’s time to embed the most important part: your live stream! Most platforms will make this fairly easy with clear instructions on how to do this; simply pasting an embed code into the correct space will be enough for some!  

<span class="mid-size-title">9. Do a Test Run</span>

Running a live stream test run is crucial before your big event kicks off with a live audience. Running a practice stream will ensure that all your equipment is working properly, including the streaming service you choose to broadcast on. 

<span class="mid-size-title">10. Prepare Your Audience</span> 

As you get closer to your event, make sure you prep your audience members who will be joining your livestream. Remind them to check their internet connections so they can access the live stream with ease and that all of their technology is up to date. 

<span class="mid-size-title">11. Start Streaming</span> 

Once all the above steps have been taken, you’re ready to start streaming! 

How to Livestream an Event With YouTube Live

  1. The first step to launching a successful live stream on YouTube Live is having a reputable account. This means that your account is categorized as being “Good Standing” under the “Stats and Features” section in your channel. You must also enable live events on your channel for live streaming purposes. 
  2. In Video Manager under “Live Events,” select “Create Live Event” and fill in the basic information regarding your event, including dates and a description. If you want the event accessible to only people with a certain link, make the event “Private.” Or, if it’s open to the public, select “Public.” 
  3. To add a live chat to your event, enable it in the advanced settings section. There you’ll also be able to select the option to moderate the comments that come in and choose recording preferences. 
  4. Select the “Create Event” button where in the video manager section your event will appear under “Live Events.” 
  5. Once you’re ready to go live, click the “Start Broadcast” button to begin! 

How to Livestream An Event With Facebook Live

  1. Go to the Facebook Live Producer microsite and select your preferred streaming method, which can be through a built-in camera, paired encoder, or a stream key. 
  2. Click on “Schedule Live Video Event” and enter all the information regarding your event, including dates and a description. Once you finish this step, you can then select your preferred way of promoting it: on your personal timeline, a page you manage, or a group that you’re a part of. 
  3. Choose the settings you’d prefer for your event, including accessibility matters like auto-generated captions. 
  4. Next to the “Go Live” button, select “Schedule.” 
  5. 20 minutes before you start your live stream, verify that it’s still happening. Being prepared is recommended for Facebook Live, as well - if you don’t show up 10 minutes before the event starts, Facebook will automatically cancel the event. 

How to Livestream An Event With Instagram Live 

  1. Promote, promote, promote! Prep Instagram users and your followers that you’re going live by advertising it on your feed and stories. Advertise it on your other social channels as well - the more your different audiences know about the event, the better!
  2. For your settings, click the gear icon in the top left and click “Story Controls” and select that replies can be seen by “Everyone” so your audience can interact with the steam. Allow your audience to share the stream with others by selecting “Allow Sharing” and select the toggle button to share it on your Facebook page. 
  3. Open Instagram stories by tapping the “Your Story” icon on the left side of your home feed, or swipe right once on your home feed screen. 
  4. At the bottom of the screen, use the sliding menu to select “Live” and begin your stream! 
How to live stream on Instagram live

<span class="mid-size-title">Conclusion</span>

Live streaming is becoming a top way for businesses to promote their events. Allowing audiences around the world to experience important speakers or important topics discussed can open so many doors. Choosing the right platform to live stream your event is a crucial step.  With platforms like Hubilo, we make it the easiest streaming process - you have the opportunity to promote your quality livestream across different channels as well as incorporate customizable branding into your streams. Learn more about how Hubilo can take your live stream to the next level!

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Hubilo is the webinar platform built for marketers that helps you 2X your pipeline. Founded in 2015, Hubilo's powerful engagement features, dedicated client experience team, and custom branding tools have helped create over 12K virtual events & webinars, creating hundreds of millions of minutes of high-engagement experiences and counting. Headquartered in Bengaluru and San Francisco, Hubilo's 200+ employees are dedicated to enabling webinars & virtual events that convert.

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