Digital event guide: How to succeed in your digital event?

Video capture and live stream

In a context of limited gatherings, many companies resort to digital events. However, filming and broadcasting a live event requires a certain expertise... Follow our advice to organise your digital event with confidence.

Define the objective and the location of your professional event 
 

An essential step for any event is to define the objective and the message to be broadcast. A clear objective will allow you to better define the format of your digital event: conference, round table, end of year greeting, product launch... and above all to determine where you want to set the scene! There are two solutions depending on the type of event you want to organise and your needs: 
- Do you have a specific idea in mind for the location? Within your company, in an atypical place or in a place that is important for your company, it is possible to install all the necessary equipment for the video recording. 
- Organise your event in a studio fully equipped for video recording. This option has the advantage of being simpler to set up as the equipment is already installed and has an optimal connection for streaming. However, this solution will leave you less room for customisation. Atawa has several partnerships with recording studios with various atmospheres depending on the desired universe: TV set atmosphere, industrial decor, etc.

Defining the technical requirements for your video recording 
 

Once the objective and the location of your event have been chosen, it's time for the technical part! 
A set of cameras, microphones as well as a lighting system and a led screen can be installed according to your needs. To ensure the coherence and smooth running of your event from A to Z, a video control room is installed.  The latter is responsible for punctuating the live event with other media and animations prepared beforehand, such as a powerpoint presentation or a film.  
Define your target audience and the online broadcasting platform for your event
As with any event, it is essential to have a clear idea of the target audience you want to invite to participate. Indeed, it is from the target audience and the desired level of customisation that the broadcasting platform on which the event will be streamed live will be derived:
* Broadcast on social networks. Broadcast your event live on social networks such as facebook, instagram, linkedin or youtube. As everyone has access to your live stream, this method has the advantage of reaching a very large audience. Live sponsorship also gives you the opportunity to target an audience that you are not yet addressing. 
* Broadcasting on a video platform such as livestorm, Evapp.io, which allows you to choose and add options to your event such as: live chat, polls...
* Broadcasting on a dedicated html page. This solution allows you to fully customise the space on which your audience accesses your event: the URL, the design of the page, as well as the target audience.  It is also possible to create a customised and unique platform in the company's colours. 
* Broadcasting on your company's intranet. Ideal to communicate effectively and simply to your employees. 
* Broadcasting on a video host. There are several websites whose objective is to distribute your video content such as vimeo for example. 

Digital solutions for an interactive and lively event

Digital events represent a communication challenge that is all the more important when speakers are at a distance from their audience. To keep your audience engaged throughout the event and make it a memorable one, several solutions exist. 
You can make your digital event more dynamic by playing on the overall scenography of your event (lighting, decor, staging) and more particularly on what is called infodecor. The infodecor consists of a screen positioned at the back of the stage on which an image or video is projected on the whole surface of the screen or in the form of several windows. This technique allows the décor of your event to evolve as it does. If you want to illustrate your words with diagrams or definitions, or project animated images to immerse your audience in different worlds, infodecor is what you need!

Don't forget to put the human element back at the heart of your event by planning moments of interaction with the audience. During a live stream, you can give your audience the opportunity to ask questions and answer them live by setting up a chat. If you want a more original and educational approach, there are other solutions such as online quizzes or word clouds for example. 
Finally, one last piece of advice: don't underestimate the importance of break times. Staying attentive over a long period of time can be difficult for a user who is far from the excitement of the event and potentially subject to small disturbances (you have to walk your dog!). It is also important to alternate institutional and information moments with lighter, interactive passages!

Understanding the basic jargon of video capture
 

Broadcast encoder: also known as a video server, it makes the link between the flow of images from your cameras and the broadcast platforms. To do this, the encoder uses an internet connection, fibre optics, 4G, satellite, or a back-up link. 
Virtual reality: is a technology that allows a person or a group of people to be immersed in an artificial virtual setting. 
Phygital: a combination of a face-to-face event and one relayed to remote sites.  
Webinar: an event broadcast on the Internet that brings together an audience of a few dozen people for at least 2 hours. Often limited to 1 speaker, the webinar addresses a specific subject illustrated by visuals
Livestreaming: real-time broadcast of a video. 
Tapper: conductor of the event, the topeur coordinates all the technicians and managers on the event. The topeur ensures that each part of the event runs smoothly by giving the "top" on the change of the different slides or jingles, the light and music as well as the entry and exit of the scenic elements.  

To sum up, to make your digital event a success you need to ask yourself the following questions: 
* What is the message I want to broadcast and for what purpose? This will allow you to determine the ideal location for the organisation of your event (studio, in your company...), and to determine your technical equipment needs. Your service provider can also advise you on the technical equipment to be used to make your digital event a success. 
* Who do you want to communicate with? Once you have defined your type of event and your audience, you can choose the platform that best suits your needs. 
* How do I engage my audience? Despite the physical distance, don't forget to put the human element back at the heart of your event by planning moments of interaction with your audience.