Producing a webinar, hybrid event, or virtual event can be a stressful, multi-pronged project, requiring time, resources, and input from a cross-functional team. Abbreviated lead times, speaker availability, and technical issues can add more complexity and stress, resulting in a few sleepless nights as marketers approach the go live date.
One way to streamline your event workflow is investing in the right video technology to help overcome uncertainty and stave off snafus before they happen.
In this article, we’ll walk through seven simple strategies to help marketers ward off potential problems and plan out a flawless event.
1. Plan rehearsals and dry runs ahead of time
One of the easiest ways to prepare for the unexpected is to make sure your speakers and event planners know what’s happening and when with a rehearsal. You can also use the time to test all your technology to make sure everything is running smoothly before the day of the event.
Share your run of show with speakers beforehand to give a sense of what is happening and when. Then, plan to scope and discuss the content of your session so that each person knows what to expect during the event.
For any speakers or participants who can’t make a rehearsal, a recorded session can be a helpful way to share information and keep everyone up to speed.
2. Pre-record sessions and broadcast with simulive
Pre-recording sessions before an event ensure that your keynote, panel discussion, or event session look and sound exactly how you envision it.
For a stress-free option, you or your guests can use one-take video creation to pre-record segments. Use AI to generate and finalize a script, record the segment with teleprompter support, and remove fluff and filler words all in one sitting.
For panel discussions, you can schedule time with your speakers to run through your session beforehand, record and edit the footage, and then schedule it to “go live” or simulive on the date and time of your event.
Pre-recording content and using a simulated live event can ensure there are no surprises, so you can focus on delivering a great experience to your attendees. As a bonus, you may consider combining a recorded, simulive event with a live Q&A to give your attendees more options to stay engaged.
3. Preload session content and mixed media
When it comes to events, organization is everything. If you plan to go live at a scheduled time, be sure to preload content like presentations, images, video, gifs, audio or other mix media into your webinar tool ahead of time. This will make it easier to transition between segments during the live show and keep your content moving.
4. Include a backup stream
For no-fail events, you may want to consider setting up two separate live streams: a designated primary stream and an additional backup stream should the primary stream fail due to a system crash or power failure.
Depending on the technology you use, you may need to include two separate encoders that include video inputs, audio inputs, and network connections.
5. Hire a production team
For more complex, conference-style events, hiring a live video production team can ensure your event goes smoothly.
Outsourcing your event to a production team can help marketers delegate a live production to technical professionals who can help scope out an event’s requirements and recommend the technology, equipment, resources, and workflows to make it all happen without a hitch.
6. Repurpose event content
Events shouldn’t feel like one and done moments. You can maximize the value of your event by trimming video and editing existing event content into customer testimonials, speaker highlights or quotes, highlight reels, and other bite-sized clips to distribute in different marketing channels.
Repurposing event content through cut downs of your main events means marketers can make their creative assets go further. Rather than scheduling an event, recording, and sending an on-demand link, marketers can spotlight important themes, funny moments, and compelling content that will keep their audience engaged long after the show ends.
7. Schedule a replay of the event
Event and webinar replays are a great way to continue generating leads and acquiring customers without creating new content.
You can plan replay broadcasts in different time zones to ensure your audiences all have a chance to watch your broadcast at a time that’s convenient to them. Depending on the popularity of your event, you may also want to consider a “back by popular demand” rebroadcast to allow existing and new audiences to engage in your content.
Pro tip: Instead of replaying the entire live event, shake things up by adding interactive elements like chaptering your video at key moments, adding clickable hotspots for contextual information, or overlays for extra data, insights, and interactive quizzes.
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