Attending an event is always more exciting than the process of planning it. Nobody minds going to a party, but who wants to deal with all the little details about cleaning the venue, making sure there is good parking or proofreading invitations before they are sent out. However, even though the activities that take place before an event are not exciting, they lay the groundwork for how enjoyable the actual event will be. As an event planner, if you want to enjoy the event, you must pay attention to planning it. And no aspect of planning is more important than the pre-planning. This is when you decide why you want to have the event, who the audience will be, and if you can pull it off with the resources you have available to you.

1. Preparing Your Event
for the Live Stream

2. EVENT GOALS & OBJECTIVES:
WHY IS THE EVENT IMPORTANT?
The virtual ticket
There is nothing worse than an ill-conceived event. It is not uncommon for individuals and
businesses to decide on a spur of the moment to have an event. When you are planning
an event it’s all about asking the right questions and defining your expectations. It’s
important to understand during the pre-planning stages that the event objective will likely
change over time

3. DETERMINE THE BUSINESS PROBLEM, YOUR
EVENT WILL SOLVE
If I were given one hour to save the planet, I would spend
59 minutes defining the problem and one minute
resolving it,” -Albert Einstein
The virtual ticket
This is the most important step of any event because it will help to secure the event’s success
for yourself and the attendees. The business problem or the need which an event aims to
satisfy helps to confine your efforts during the planning stage to only what is valuable for
fulfilling that outcome.

4. The virtual ticket
PERHAPS YOUR VIRTUAL TICKET HOLDERS
CAN ASK QUESTIONS DURING THE
PRESENTATION’S Q&A SESSION
You can assume online viewers understand they will not have
access to in-person experiences such as networking. But can you
compensate them in some ways by providing behind the scenes
access to the keynote speaker

5. To determine if the event will become a successful business, ask the
questions to note down their feedback
The virtual ticket
PERHAPS YOU CAN CREATE A LINKEDIN NETWORKING
GROUP TO HELP ENCOURAGE COLLABORATION FOR
MEMBERS OF YOUR EVENT.

6. BUDGETING
In establishing a budget, remember that everything has
a cost, even if you will use volunteers. The list of your
cost items should be comprehensive. It’s better to
overestimate than underestimate. However, if costs get
too high, the event may stop being feasible. Adding
live streaming equipment, operators, and virtual ticket
processing to your costs early on is a good idea.
The virtual ticket

7. The virtual ticket
BUDGET FOR
AUDIOVISUALS
Location Description
Audio
Behringer X32 Producer Digital Console. Wireless Podium Mic. 6
Shu
Digital Wireless Microphones. Computer Audio Package. In-
House So
System Connection. All necessary cabling and adapters.
Video
Analog Way Quick Vu HD Switcher. Seamless Presentation
Switcher.
House Display Connection. All necessary cabling and adapters.
Lighting
Gallery Stage Lighting Package. Front Stage Wash Lighting
System Flo
from Ceiling, inclusive of 4 Source4 Lekos.
Staging 4'x8' Stage Deck (Grey Carpet)
8x20 Stage - 12" High Black Skirting.
Power 100amp 3 Phase Power Distro
Labor Lighting Technician. AV Specialists. AV Technician.
Live
Streaming Producer/Technical Director. Video Switcher. HD recorders.

8. SPONSOR AND PARTNERS
Depending on the type of event, it is possible to find organizations that
are willing to put their name and money behind your event. This is very
commonly a win-win for events and brands who are in similar industries
Sponsors will generally like to hear that the event will be live streamed
online. You can decide to live stream any portion of your event directly
to a sponsor’s social media pages such as Facebook or YouTube to add
extra value

9. 9BEGINNING2018.BUSINESS
BEGINNING.
IMPORTANT VENUE CONSIDERATIONS
The virtual ticket
A venue can make or break an event. All your efforts to find sponsors and choose the right dates for the event will
mean nothing if your venue is unavailable for your chosen date. Locking down a good venue is one of the most
important pieces of your event-planning equation. It allows you to plan out the other elements of the process with
some certainty.
Factors to take into consideration in deciding if a venue is right
• Venue
• Cost
• Transport and Parking
• Required equipment
• Internet Connection
• Audience Arrangement
• Other Considerations
• Audio Visuals:

10. •Event Name: Evocative and easy to recall.
•Unique Logo: Distinct and recognizable.
•The Tagline: Memorable and communicating what the
event is about.
•Font/Theme/Colors: In sync with your message and the
mood you want to create.
•Consistency: The same message and images across all
touch-points.
•Website: Everything above should be integrated into a
clean and consistent website.
•Video Production: The images and assets created for your
event should make their way into the live stream and
video production branding as well.
•Social Media: Your social media strategy should
incorporate all of your branding initiatives and portray your
core messaging properly.
•Throwable Microphones: You can now purchase
throwable microphones that are perfect for Q&A sessions.
These microphones can be branded with your events logo
EVENT BRANDING
The virtual ticket