Hosting a live event can be scary the first time, 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 first see so make sure you make it actionable, catchy and descriptive.

  • Add a call-to-action. This is the button that shows up right underneath your video on your event page, and 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. A call-to-action, or "CTA", lets you add any link as a button on your event page. This can be added under the "call to action" tab under the video feed in your event page.

  • Got 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 know what they need to do to broadcast live. See the guest checklist here so you can make sure everything goes smoothly. (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 a few 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 homepage for cool upcoming events to join.

  • 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 email newsletter tool, whether you use Aweber, Mailchimp or Infusionsoft. Check out our Zapier integration option in your settings so you can add every event registrant to your list as a subscriber automatically.

  • Prep your attendees on the (short) technical requirements. First, they should be using the right browser (or the right app, if they're on mobile). They should also make sure they have a strong WiFi connection. Share this handy attendee guide with your audience 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 Q&A), when you'll get to the Q&A, if there's a freebie offered at the end and whether the event will be recorded are all good things to mention up front so there's no confusion. 

  • Share your agenda. It's also helpful to tell people what content you'll be covering at the beginning of your event. It's like the old public speaking rule: tell them what you'll be telling them, tell them, and then tell them what you've just told them. It makes it easier to follow and adds structure to your presentation.

  • 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 people where they're tuning in from. This small gesture goes a long way towards 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 aren't easy, especially if you're also sharing your screen. That's why it can be so 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 way you can 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 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 is over with an email leading them to a landing page, your website, or an offering where appropriate so each event can help 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 make it. Make it easier for them by either letting them know it will be recorded or by giving them the URL to the replay (which is the same as your event URL) after the live broadcast. You can also download the recording (by clicking “More” on your event page and selecting “Download video”) and then upload the video to YouTube, Facebook and more.

  • Segment your follow-up emails. It's powerful to be able to export your Crowdcast attendee emails, but did you know you can also see which of those attendees showed up live and who 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 missed the live event. The more segmented your email marketing, the better your results will be.

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

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