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5 Mistakes first-time virtual event producers make

In Tips & Tricks, Virtual Events by Kat RembackiLeave a Comment

Even experienced event producers struggle with their first virtual event. It’s understandable: there are unique challenges and logistical issues you have to face with a livestreamed show that can differ greatly from the process of planning an in-person event. And while many of the same skills are required, there’s often a learning curve when it comes to producing a professional broadcast, from managing encoder software to sorting out wifi issues with live performers. 

Make your first virtual event a success by avoiding these five common pitfalls. 

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1. Not testing your stream in advance

The logistics of running a virtual event are not the same as those for in person. It’s critically important to do a dress rehearsal (or two) beforehand to make sure your equipment is connected and working properly, everyone knows their cues, and your “stage” is set: this is your chance to experience lighting, backgrounds, and sound as your guests would. 

The dress rehearsal is especially important if you plan to have multiple entertainers or talent participate in the stream. Do a dry run with the whole team a week before the event to make sure everyone has the right setup and that their tech is working properly. Do it again the day of your event, a few hours before showtime. This will give you time to sort out any wifi or connectivity issues before your virtual audience arrives. 

Want to learn more about planning your virtual event? Check out our Virtual Event Planning Checklist to help you get started!

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2. Trying to do it all yourself

You’d never attempt to plan an in-person event without any help, and a virtual event should be no different. An event producer’s team is the secret sauce that makes your events successful. 

Just because your event is online doesn’t mean you’ll need less help. You need a team of volunteers or paid staff to help things run smoothly. Unless you’re already an experienced streamer, you’ll want to have an A/V expert on your team to manage the equipment you’re using, coordinate the technology needs of any artists or performers participating remotely, and troubleshoot any issues during the event so you can focus on giving your fans a great show. You’ll need help getting the word out and promoting your event, too! Who’s going to manage social media and online ads? What about merchandise, sponsorship packages, or talent booking?

Event producers are experts at wearing many hats, so you might fill more than one of these roles yourself. But don’t make the mistake many do of thinking you can handle everything on your own.

We’d love to support you in your first virtual event (or your fifth or your 100th!). Schedule an onboarding call with our support team today. We’ll set everything up for you.

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3. Not leaving enough time for planning

There’s no venue to book and no vendors to secure, so you can plan a virtual event in a few days, right? 

Wrong! While there are some things that certainly take less time with virtual events, you need to allow yourself and your team time to properly promote the event, secure talent, and setup streaming equipment, ticketing, and more. We recommend starting to plan your event 60 days in advance, and no fewer than 30 days, to allow sufficient time to plan a successful show. 

If you’re planning to use any pre-recorded segments in your virtual event (which we definitely recommend! It’s a great way to reduce the possibility of any tech issues during a performance), be sure to have those finalized and uploaded to cloud well in advance of showtime. It will save you tons of headaches at the last minute. 

Check out our virtual event planning checklist for a step-by-step guide, including how much time you should budget for each stage of the planning process. 

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4. Charging the wrong ticket price

Pricing your first virtual event can be a little tricky. Your fans need to see value in the cost of admission, just like they would for an in-person gig. At the same time, you need to cover your costs. 

A lot of events make the mistake of thinking that free tickets are best, but that can actually backfire. Guests feel less committed when they haven’t actually paid for a ticket, so they might be less likely to actually tune in to the livestream. 

A better option is to offer pay-what-you-can tickets with a suggested price. Guests have the option to pay less if they’re in a tough spot financially or to give more if they want to really show their support. 

Need help setting up your first virtual event? We’d love to assist! Schedule an onboarding call with our support team or a demo to see how Passage can work for your event.

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5. Not recording your livestream

One of the biggest advantages of a virtual event is the ability to continue earning revenue on it even after the show ends. If you’re not recording and replaying your livestream, you’re missing out on potential revenue. 

When you record your livestream, you can make it available on Passage to guests who might have missed the show the first time around. They can purchase on-demand access or view a replay during specific time slots, and you can set the price however you like (we recommend a slightly lower ticket price than the live version). Some events continue to earn revenue for weeks after their show by re-playing the livestream.

Need help setting up your virtual event? We’d love to assist! Schedule an onboarding call with our support team and we’ll do all the heavy lifting for you.