A well-executed virtual event creates such a memorable and immersive experience that it’s often easy to underestimate the effort it takes to run it. Behind most successful virtual events, you’ll undoubtedly find a production studio.
A well-executed virtual event creates such a memorable and immersive experience that it’s often easy to underestimate the effort it takes to run it. Behind most successful virtual events, you’ll undoubtedly find a production studio.
Are they able to provide a Green Screen & Studio Lighting?
A green screen allows the Livestream engineer to digitally remove the background and drop your emcee or speaker onto any desired 3D virtual stage. This allows you to host real-time product demos and educational webinars that look more dynamic and immersive than real backgrounds.
However, if the green screen is not properly lit, the edges of the subject will fade into the background. Danial Piperdy, Technical Director of Live Productions, the technical arm of Unearthed Productions, advises potential clients to check that every portion of the green screen that appears in a frame is evenly lit during test runs. An evenly lit green screen ensures that the livestream engineer will be able key out any kinks.
Make sure to ask if the studio has two dedicated light sources with diffusers. Set your lights up to face your background from both sides — one on each side of the subject — and gradual adjustments to the angle of lighting to avoid overlapping and to create contrast.
Speaking of Diffusers …
When direct light goes through a diffuser (typically a piece of silk connected to a frame), the light softens and illuminates an area in a uniform white tone. Without a diffuser, light from a direct source will produce an uneven lighting pattern with a severely lighted centre surrounded by a gradient.
To avoid problems with white balance and lighting, the number of lights you’ll need depends on two things: the number of people in your frame and the size of the event. If your presenters are going to be moving around, it’s wise to get more overhead lighting. For a large-scale virtual event, there should be more than three lights available at the studio.
How many teleprompters do you need on set?
As virtual events continue to become more popular, teleprompters have evolved to do more than just present scripts for one to refer to. A teleprompter helps to display scripts and slides, enabling speakers to more easily recall what they need to say, thus improving their presentation.
A teleprompter also keeps track of real-time comments from the audience, allowing speakers to respond to the audience’s feedback and comments, further immersing them in the experience.
To ensure your livestreaming experience is smooth-sailing, be sure to ask if the studio has at least two teleprompters. One can be used solely to flash out the script or slides, while the other can be used to display a real-time feed of the virtual event (like in the image above), so the speakers know how they look on the screen.
Is there a second camera provided by the studio?
While a single camera is a great way to get started, a multi-camera setup ensures that you don’t miss any of the action happening at your event. Alternating between different shots allows you to create an engaging story by cutting back and forth between the different images.
Is there a suitable encoder?
An encoder is a device that packages your video and audio into a livestream-friendly format. Ensuring that you have the right encoders to transmit your video data and audio is key to having a successful virtual event.
When it comes to live events, we highly recommend the BlackMagic ATEM Mini Pro which can be found at each of Unearthed Productions’ studios. With the ability to process large amounts of data from four cameras and four microphones, this device allows the studios to host large-scale virtual events with multiple stages or speakers.
These events are typically broadcast in 1080p (Full HD) resolution, which is only possible if your studio’s encoder is compatible with your cameras and livestreaming software.
What livestreaming software is being used?
Another important consideration is the livestreaming software. Across our studios, our computers are installed with vMix Pro which allows us to bring in up to eight remote speakers simultaneously.
This powerful tool has also built-in support for up to three livestreaming destinations at once, as well as integration with all major livestreaming platforms like Zoom, Facebook Live, Microsoft Teams, Twitch, and YouTube. It can also broadcast high-quality HD video with crossfades, effects, transitions, screen sharing, and more.
Is there sufficient bandwidth?
The only way to ensure your virtual event is successful is by having enough bandwidth available to stream it. To get the best estimates of the available bandwidth at the studio, head over to https://www.speedtest.net/.
The amount of bandwidth available at any one time at a specific location depends on the maximum amount of bandwidth the venue has and the number of people who are on the network at that point in time.
The amount of bandwidth available at any one time at a specific location depends on the maximum amount of bandwidth the venue has and the number of people who are on the network at that point in time.
Is there enough space in the studio?
Your studio has to be large enough to accommodate both your audience members and your equipment; from the green screen to the studio lighting to the teleprompters to the cameras to the production console. Also, you’ll need a separate room that can double as a production room where your team can prepare for the show.
Always make sure that the studio is at least 16m long by 8m wide by 3m high. It is essential for the studio to have adequate space to accomodate studio lighting, which can be very tall.
Having a lounge area in the studio is also essential as it provides a space for the emcees and speakers to sit and relax when it’s not their turn to present.
How much do rehearsals cost at the studio?
Virtual events are less intimidating than physical events, but it’s just as important to keep to the intended duration. If they’re too short, you’ll leave your audience wanting more; if they’re too long, you risk losing your audience’s engagement. An ideal virtual event keeps everyone engaged while also giving them plenty of opportunities to ask you questions and make connections with one another.
Rehearsals help your emcee and speakers nail down the pacing of your event, while also allowing them to iron out technical issues before the real deal. However, you can choose to hold your rehearsal in-studio or on-site; there will be an additional fee for on-site rehearsals. Ask the studio for more information about rates.
Conclusion
The success of your virtual event depends on the studio you select. You can’t go wrong if you involve the right stakeholders and evaluate the studio with them in person. If you conduct an on-site evaluation, you can verify bandwidth and layout to ensure that your online event goes off without a hitch. The most important thing with regards to choosing a studio is that it should align with the scale of your virtual event.
It’s critical to have access to the correct support if you’re hosting your first full-fledged virtual event. Is there any assistance from the studio in getting the equipment set up? How about on the day of the virtual event, technical support? Is there a charge for extra services like speaker management and post-event analytics in the studio? Will you be accompanied by a project manager?
Knowing the answers to these questions can aid you in determining whether a studio is a suitable fit for your company or brand in the long run, as well as ensuring a better return on your event budget.
Unearthed Productions is on hand to help you take the fuss out of organising and running your hybrid or virtual event, whether it’s a webinar, a conference, an AGM, a town hall meeting, an award ceremony, dinner & dance or a product launch. Hosting a virtual or hybrid conference? Contact us today!
