You can conduct your own live streaming conference or seminar even while observing social distancing and going on quarantine. It’s not that hard to start one with a remote team, and BeLive is here to help you out!
In a previous post, we discussed what you can do to save a canceled conference or event. It’s going to be a lot of work, but to save your event, you may have to go back on your original drawing board and reorganize everything. By using BeLive, you’ll at least get to continue the conference albeit with a different approach.
But what exactly do you need to do to start your own virtual summit or webinar? Find out below!
With the coronavirus pandemic practically immobilizing the entire world, this time is the best time to consider conducting conferences and events through live streaming.
How do you conduct a huge live streaming conference with more or less 40 speakers? BeLive has been doing exactly that for three years now and we’re sharing some knowhows of handling a successful virtual summit from pre-production to post-production.
Logistics is one of the most complicated aspects of a conference. You’ll need to figure out where to host your event, where to house your guests, and even who to hire for the stage backdrop, among other things.
With a virtual summit or webinar, you don’t need to think about those things. But you do need to consider several things for pre-production.
Before starting anything, you need to first ask yourself and your team: what is your main goal for hosting an online conference?
Whether it’s bringing together all the experts, expanding your reach, or creating a paid event for your business, you should figure out what the end result of your virtual summit should be.
Additional tip: Make sure you identify a specific KPI for the online conference like the number of concurrent views or engagement it earned.
After figuring out your event’s purpose, then you need to figure out what your main topic should be. This helps in knowing who you’ll be inviting as guests and what they should be talking about.
Then, think about how you want to conduct your virtual conference. Will you be doing a medical summit and inviting several doctors to talk about the coronavirus? Are you doing an awards show for your school or company? During BeLive’s second anniversary, we did an awards style of virtual summit. It was a hoot!
You’ll have to think about whether you need to have several people on the screen at once or will it just be a one on one interview with each guest.
From our experience, you may need to allocate at least three months for preparation.
However, if you already have prepared for an offline event and you already have the speakers, then you’re all set. You just need to provide instructions on how to do it online.
After figuring out the overall goal of the virtual summit, start listing all the potential guests you want in the online conference.
Invite your guests at least two months in advance, especially for high profile guests. That’s because they will most likely be booked for the entire year already. Don’t be discouraged about inviting someone well-known. They may just respond positively to your request!
You should also ask for your guests’ profile outline and image ahead of time to use for promotions and ads.
You need to understand that even the most laid out plan may not work properly. Scripts are usually just 60% followed. The other 40% would be unprecedented things happening during the broadcast.
Here are a few tips to remember in case problems arise with your speakers:
Once you’ve finalized the details of your virtual summit, you should start advertising.
Paid conferences should be advertised earlier but if you’re planning a free conference, you can send out teasers a month before the event. You can then share marketing materials for your speaker list a week later.
There are a lot of ways for you to organize a virtual summit, even when your entire team is in other parts of the world… or practicing social distancing.
To be able to pull off a virtual summit even with a remote team, use these helpful tools:
Starting the actual virtual summit is just like any other live stream. You need to check and double-check your equipment before the broadcast. Here’s a short checklist of what you need to secure prior to your online summit.
The most important aspect of any conference, summit, or webinar are the speakers. Share the guest link beforehand and instruct them to be on standby ahead of time.
You can have up to 10 people on standby in the lobby. If you have more than 10 guests, give them a specific time for when they should join the broadcast. A finished speaker can exit the lobby to accommodate other guests coming in.
Remember you only have to share the guest link to the actual speakers. Viewers can watch the online conference and leave comments on Facebook or YouTube. There’s no limit for that!
Remember that Facebook group you created during pre-production? That’s the best place for you to do a dry run of the online summit without going public.
Make sure you also include technical people who can monitor the broadcast as a third person as well. This will help you identify any glitches you want to avoid during the actual live. If you’re the host, you can assign someone as the remote assistant to manage the broadcast on another computer.
The fun doesn’t stop at the end of the virtual summit. You can download the video after it ends and edit it for multiple uses.
Review and note everything you want to improve next time! You should ask yourself and your team if you were able to reach your main goal.
Did you reach your KPI? What did you do right? What mistakes will you be learning from?
It’s important to look back and evaluate your performance to make your next virtual summit or webinar 10x better!
BeLive’s own Marketing Manager, Irene Enriquez Chan, shared what she and her team did to make every BeLive Live Con a success in this live stream!
To give you an idea of what an online conference would look like, watch the last day of BeLive’s three-day Live Con last October below!
Planning your own virtual summit or live conference will be a nerve-wracking experience but with careful planning and team cooperation, you’ll definitely be able to pull it off. And the next ones will be even better!
Are you planning a live streaming conference of your own? Share your thoughts in the comments section below!
We understand how difficult it is to be a professional speaker right now with so many events that have been canceled due to the Coronavirus. We would like to help out by making sure you get access to tools like BeLive, so you can continue helping your community with your content in the safety of your own homes.
Hopefully, we can help you out continue to earn income during these difficult times. By filling out this form, you will have FREE access to BeLive for three months. That means you will be able to use BeLive and all its features to reach an unlimited number of audience via Facebook and YouTube.
Pam is part of BeLive’s marketing team as a content writer. Living in the Philippines, she loves the comfort of home but jumps at the chance to travel anywhere new! This means exploring new places (particularly restaurants) makes her happy! She’s eager to try cuisine from around the world, but a lot of times her palate prefers Filipino food made with love. Overall, she lives in awe of everything new and tries to live life in the most exciting way she can.