virtual events Archives - Mainstream | Live Video Agency

Our Checklists for Successful Virtual Events

Nick Bacon — Tue, 14 Dec 2021 17:32:32 +0000

When it comes to producing a virtual event, there are plenty of steps and procedures Mainstream takes to ensure a successful launch. These processes will vary by person, depending on their role.

With that in mind, we gathered three Mainstream team members from different departments and had them share their individual checklists. As you can expect, each list varies dramatically, while maintaining similar values.

Beth Norber (she/her), Accounts Manager

Given her role, account manager Beth Norber spends a lot of time working directly with clients to determine their wants and needs for a live stream. Her role makes it imperative to place herself in their frame of mind to make sure everything is comprehensible from a user perspective.

Accounts Checklist for Virtual Events

Do the attendees know how to access the stream?
Do the presenters understand the format and how to interact with the audience?
Have we identified the pain points?
Have we tested everything in relation to the stream? Are all the settings correct?
What do we have to adjust?

Angela Bour (she/her), Technical Operations Manager

Angela Bour spends plenty of time behind the scenes as Mainstream’s technical operations manager. As a lead producer, she has stakes in what happens in front of and behind the camera.

Technical Checklist for Virtual Events

Planning

How many presenters / cameras / live sources are we working with?
What are our destinations? (streaming + recording + talent and client reference monitors)
What is the signal flow?
How are the inputs mixed and sent to our outputs?
What is our gear list?

Building

Downloading assets and setting up the project file (if in vMix)
Downloading assets to the media pool and setting up media players, programming macros, etc.

Testing

Tech run thru with internal team
Talking through contingency plans (What do we do if a presenter drops, what if an input goes out, etc.)
Rehearsal with client

Bour’s list looks overwhelming at first glance, but there is a method to the madness.

“I broke things up into different, but still time-based categories that work in a logical flow from the tech receiving a project debrief all the way down to running the event,” said Bour. “So first, we have to plan out the tech side of the program, then build it out based on that plan, and finally test everything to make sure it flows properly, both with the internal team, and then moving on to a full rehearsal with the client.”

Abraham Pina (he/him), Creative Specialist

As a creative specialist for Mainstream, Abraham Piña is a jack-of-all-trades behind the scenes, editing video and creating graphics for various events. While he may not spend as much time directly with clients as Norber and Bour, Piña plays a significant role in establishing and maintaining a video’s aesthetics.

When compared to those of his colleagues, Piña’s checklist looks to be more streamlined and focused on the technical components.

Creative Checklist for Virtual Events

Kick-Off Meeting with the client
Create GFX Mock-Ups and deliver to the client (2 to 3 revisions)
Create GFX Assets
Quality Control and edit any videos for the event
Deliver all final assets to the team and client.

His checklist may look simple, but there are many components he is responsible for.

“We create overlays and full-screen animations that include Intro loops, logo animations, Picture in Picture (PIP), Lower Thirds, call-to-action, transitions, and much much more,” Piña said. “Lately, I’ve been raising our quality GFX company-wide by adding animation as much as possible to all our assets, internal and external.”

These checklists vary dramatically, but there are plenty of common themes between them. The biggest, and perhaps most important, is rehearsal.

“Whether it’s just another Zoom meeting, or not, we want to make sure the presenters are comfortable with the tech, the format and the flow,” said Norber. “That’s why scheduling rehearsals is so important to us. Do they understand how our technical director will count them in when they’re live? Do they understand how they’ll receive questions from the audience if there is a Q&A?”

No matter how many rehearsals you go through, there is never a 100% guarantee that everything will go as planned, making it imperative to plan for any contingency.

“Let’s be honest, sometimes pain points still exist,” said Norber. “Sometimes we have a presenter who hasn’t shown up for a tech rehearsal or has a last-minute change of venue, so we haven’t tested their internet connection.”

Norber called this her “rain plan”.

“If we prepare for ‘rain’ during our virtual event, it’s unlikely to come,” she said. “If we don’t, it comes back to Murphy’s law: anything that can go wrong will go wrong. So, we best prepare accordingly.”

All that prep work and planning can be painstaking, but it’s nothing that a little help and snacks can’t fix.

“Time management can be an issue if one is not on top of it,” Piña said. “Scheduling projects on the calendar and finding additional support (if needed) is extremely important. I keep it together with a can of Coca-Cola and Pringles.”

No matter what size or scale your live stream may be, Mainstream Media will take the time to ensure quality control and a successful launch. If you’re interested in using any of our services, contact us today to learn more.

4 Essential Elements of Successful Virtual Fundraising Events

Jon Silver — Fri, 18 Jun 2021 19:44:59 +0000

The past year of pandemic issues forced organizations to get creative with supporter engagement. From distance learning, and work meetings, to weddings, and social gatherings, more and more organizations are turning to virtual events. Non-profits, looking to engage with their supporters and raise funds for noble causes, are no exception. Virtual fundraising can have an impact and raise significant funds without an in-person gathering of supporters. With the right tools, we are helping our clients continue to engage with their supporters and thrive.

1) An Experienced Event Management Partner

With so many moving pieces and a dizzying array of platforms for communication, virtual events can be an intimidating undertaking. Non-profits looking to maintain their efficacy and grow their mission can rely on established and results-driven organizations like Mainstream Media. Mainstream Media simplifies the process of coordinating these types of events and brings the best options to light – creating dazzling events that appeal to donors.

2) Impeccable Organization

Produced by Civics Unplugged, Commence 2030 was a first-of-its-kind celebration of Gen Z “civic superheroes.” These individuals go above and beyond for their communities and “commence” a brighter future for our country’s democracy. The event featured speeches from world leaders: Senator Cory Booker, Andrew Yang (entrepreneur and founder of Move Humanity Forward), and Dwayne Johnson (Hollywood superstar) to name a few. In addition, Audrey Tang (the Digital Minister of Taiwan), participated. Kathy Roth-Douquet (the founder of Blue Star Families, the largest military families network) also spoke.

At the last minute, the event had to pivot from an in-person affair to a virtual gathering. But Commence 2030 did not diminish the lofty goals set for their event just because they went virtual. With impressive celebrities and an in-house events team keeping it all organized, everything came together and went smoothly.

Staying organized with Mainstream Media and using the Tiltify platform, Commence 2030 received dozens of donations throughout the event. With Tiltify’s built-in graphics overlays, the audience stays informed with up-to-the-second donation updates.

“From the ideation phase to the virtual production phase, the team was such a pleasure to work with and validated that virtual events need professional tech production. Overall, this was a huge success, and I would highly recommend using this team for future events.”
– Alexis Fritchy, Event Coordinator

3) Engaging Graphics and Lively Visuals

In 2020, the Project Glimmer hosted their 10 Year Anniversary show. They honored four-time Grammy nominee Jewel and co-host of The View Sunny Hostin with their Star Awards.

The Project Glimmer team had impeccable standards when it came to graphics. Keeping the audience engaged and entertained was a very high priority. Mainstream Media created dozens of dynamic graphic elements: text-to-call tickers, a live donor scroll, and a donation thermometer kept attendees engaged throughout. And some special “visual awesomeness” was a great addition for when they met their fundraising goal. Project Glimmer’s goal was to raise $100,000 during the event; they ended up exceeding it, raising over $125,000!

“Working with Mainstream Media has always been an absolutely easy process. They instantly tuned into the concept & execution of our clients Virtual needs and partnered with us seamlessly.
– Charlie Kennedy, Show Up Events!

4) Integrating Pre-Event and Post-Event Extras

For the Sacred Heart L’esprit de Sacre Coeur, Mainstream Media produced a virtual live stream auction on the GiveSmart platform. The client managed pre-event communications, live and silent auction bidding, and embedded a live streamed video into the platform. Utilizing this “one stop shop” for donors and viewers simplified the process and created a cohesive experience for attendees.

Mainstream Media coordinated a full day of pre-recording at the school with various members of the staff and committee. The videos included remarks from the Head of School, and a prayer given by a sister of the congregation. There was additionally a reflective message from a parent, and committee. Additional bonus extras were provided to VIP attendees, such as a cocktail recipe and demonstration video by a mixologist. Furthermore, an integrated virtual photobooth encouraged attendees to engage with the event and share it across their social channels. Families enjoyed taking fun pictures, and the resulting images provide useful marketing opportunities. To top it all off, attendees took home a virtual “SWAG Kit” to remember the event. As a result of all these efforts, the event exceeded the client’s goal and raised over $520,000.

The Valerie Fund benefit is typically hosted in a luxury New York City ballroom, with black-tie fashion and exquisite floral centerpieces. Major donors attend The Taste of Giving annual event and all funds raised go towards assisting children fighting cancer. Mainstream Media worked with The Valerie Fund’s webhosting team to stream right on their website. With an integrated donation button and chat feature, viewers could comment about live donations, and react to videos. Donors were even able to give well wishes to Valerie Fund kids.

The live stream event was supported with a graphics package that paid tribute to the beauty of the live event. Mainstream also incorporated glamorous pictures from past events and produced graphics with the feel of an in-person event. A celebrity auctioneer and a live auction bidding organization to host a live auction ensure success of meeting fundraising goals. Overall, The Valerie Fund exceeded their goal and raised over $1,000,000 at this event.

“I chose Mainstream to do my most important NYC fundraiser when I had take it virtual. Lauren, my producer, guided me through with all of the right questions. She listened to my ideas and was a wonderful collaborator who validated my concerns. We raised over a million dollars to help the kids with cancer and blood disorders. Our guests are still talking about how great it was, despite not being in the room together.”
– Lori Abrams, Director of Development

During these uncertain times, it’s more important than ever for organizations to keep their supporters involved and informed. You should hire the right production partner and use engaging graphics. So, if you provide a seamless guest experience , virtual events can enjoy the same benefits of in-person events. Clearly from the client testimonials above, Mainstream Media helps clients succeed in meeting fundraising goals and audience engagement. Online fundraising events don’t have to be intimidating, and don’t have to be a struggle. Hiring an expert like Mainstream Media makes it easy to clarify messaging and engage with supporters to achieve results.