Hosting a live event for the first time can be scary, but we've got your back. Here are some best practices to follow. 

Before the event

  • Craft a descriptive registration page. Every Crowdcast event comes with its own built-in registration page, so take advantage of this by uploading a great cover image, adding a detailed description of what people can expect from your event, and formatting your copy in an easy-to-read way. This will increase your registration rate (or the rate at which people who view the page sign up for the event).

  • Pick a catchy event title. You know that old rule about how you should spend 80% of your time on a blog post crafting the headline and 20% writing the post? While you don't have take this literally, the same principle holds for live events. Your title matters. It's what people will see first, so make sure you make it actionable, catchy, and descriptive.

  • Add a Call to Action button. This is a linked button you can switch on that appears at the bottom of your video on your event page. It's a helpful way to lead people to your website or a specific offering. Live events are great at driving leads, but you can't convert those leads unless you tell them where to go next. A call-to-action, or CTA, allows you to further develop your relationship with your audience. You can set this up from the Call to Action section at the bottom of your event page.

  • Are guests joining you on-screen? Whether you're interviewing someone or pulling audience members up on-screen, make sure to send them a checklist beforehand so they're prepped to go live. You'll find our guest checklist here. (We also recommend doing a test run before the day of your event!)

  • Try attending a few events. Want to step into your audience's shoes, so you can deliver a rock-solid presentation? The best way to do that is to attend a few live events yourself. Check out other Crowdcast events, so you can learn best practices. It'll open your eyes to what it the experience is like for your participants. Check out our Discover page to see what other Crowdcast creators are doing.

  • Integrate with your email tool. One of the most powerful things about live video events is how quickly they can build your email list. To automate this list-building process, be sure to connect your Crowdcast account to your favorite email newsletter tool like Aweber, Mailchimp, or Keap. Connect Zapier to Crowdcast in your settings, so you can accomplish automations like adding every consenting event registrant to your mailing list as subscribers.

    💡 Pro Tip: If you're on the Pro or Business Plan, you have access to custom registration fields. Use these to gain consent from your attendees by adding a checkbox agreeing to receive your newsletter!


  • Prep your attendees on the (minimal) technical requirements. Ask them to use a recommended browser or the Crowdcast app. They should also make sure they have a strong WiFi connection. Share this handy attendee guide with your audience in the chat ahead of time, so they're all ready to go.

During the event

  • Start with housekeeping items. Don't worry, this isn't about chores. 😉 Housekeeping is all about letting people know what they can expect – things like where they should submit their questions (hint: in the Ask a Question section), when you'll begin the Q&A, if there will be a freebie offered at the end, and whether the event will be recorded. Mention everything up front so there's no confusion.

  • Share your agenda. It's also helpful to tell people at the beginning of your event what content you'll be covering. It's like the old public speaking rule passed down from Aristotle: "Tell them what you are going to tell them, tell them, then tell them what you told them." It makes your presentation easier to follow by creating structure.

  • Show that you're listening

    The magic of a live event is all in the real-time connection, so don't forget to be responsive! This means keeping an eye on the chat, calling out people in the chat where appropriate, and just letting people know you're listening by asking them questions like where are they tuning in from. This small gesture goes a long way toward letting people know it's a two-way conversation, and it ultimately makes your attendees feel a greater connection with you in a way that they won't get on any other marketing or social media channel.

  • Have a copilot. Giving a presentation while trying to monitor the chat and Q&A isn't easy, especially if you're also sharing your screen. That's why it can be helpful to assign someone as your “copilot” ahead of time. Give them the responsibility of monitoring the chat, answering any questions about how to join or view the event, adding the call-to-action button at the right time, and any other logistics. This allows you to be fully present with your audience.

After the event

  • Follow up with email. Generating interest in your topic is great, but it's all about what you do with that captured interest that helps you grow your business. Are you leading them to a product or service? Are you adding them to your email list? Be sure to follow up with attendees after the live event with an email leading them to a landing page, your website, or an offering where appropriate. Let each event move the needle for your brand or business.

  • Share the replay. There will always be people who register for your event but aren't able to catch it live. Let them know it will be recorded, and they can catch the replay at the same URL as the live event. You can also download an HD recording of your event. Head to the Options menu within your event, and select Download HD Video. You can then upload the video to YouTube, Facebook and more!

  • Segment your follow-up emails. It's powerful to be able to export your registrants' emails, but did you know you can also see which of those attendees showed up live and which didn't? Take advantage of this info by segmenting your follow-up emails. In other words, try sending one email follow-up to those who showed up live and another to those who registered but missed the live event.


Have questions or suggestions? Email us at [email protected]. Happy Crowdcasting! 🎥

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