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2020

Home » Blog » STEP 3 Producing a Successful Virtual Event

STEP 3 Producing a Successful Virtual Event

  • Posted by ChuckRoy
  • Categories 2020, Your Logo Here Intergalactic School of Business
  • Date September 13, 2020
Producing A Successful Virtual Event

Objective

  • In this part of Introduction to Virtual Event Production, you will learn the basics of STEP 3 | Production.

Rehearse and Produce a Successful Virtual Event

In this free online course, we are learning how to turn ideas for virtual events into successful productions. We started the 5-Steps of Virtual Event Production, completing Step 1 | Gather Information and STEP 2 | Pre-Production.

5-Steps-of-Virtual-Event Production

In Step 3 | Production we’ll rehearse and perform a Zoom video conference live stream on YouTube.

  • Production is the performance and broadcasting of a virtual event.

What happens during production of your virtual event?

Get ready to have fun! Here’s a few of the things you can consider for Day of Show.

  • Prepare to start your Zoom meeting
  • Get your outline, script, video, audio, lights, camera and presentation ready.
  • Start your Zoom meeting early enough for a sound check
  • Assign co-hosts
  • Test your video, audio and slide presentation, break out rooms, poll, etc.
  • Share your screen with a Welcome Slide
  • Set-up your Live Stream on YouTube
  • Admit attendees from waiting room
  • Greet the audience, crew and cast as they arrive
  • Start your YouTube Live and main presentation
  • Perform you event
  • Keep the YouTube live interesting by switching between Gallery view and Speaker
  • Discover how to spotlight and pin the video on your speakers

Watch this Video Lecture

Cast and crew roles in your virtual event

  • Host – the main presenter/performer on a video conference.
  • Co-Host – assists with the presentation, chat and breakout rooms

Technical Roles and Responsibilities

  • Zoom Meeting Host is the account holder. The Zoom Meeting Host is the person who sets up, starts and ends the Zoom meeting. The person is able to assign the co-host and start the live stream.
  • Zoom Meeting Co-Host is a feature that allows more than 1 person to assist with the technical skills in running a video conference. The Zoom Meeting Co-Host is able to assist with admitting attendees to the audience, spotlighting speakers and monitor the chat.

Practice Makes a Perfect Promotional Live Stream

As our team started producing Zoom comedy shows and Virtual Poetry Jams for charity, we turned our practice sessions into a promotional video by going live on Facebook and YouTube.

In this course, you’re challenged to learn how to produce a successful virtual event by completing basic tasks of production. Follow the activities below to plan a rehearsal, write a script for a promotional video and live stream on social media.


Case Study #1 “Annie Get Your Pen” (Part 3)

Plan a rehearsal.

Annie plans to rehearse a promotional video for “Virtual Pub Theatre”

A few days ago, Annie D’Joakley turned her idea for “Virtual Pub Theatre” into a virtual event called “Virtual Pub Theatre Battles”. She started by organizing a General Information Sheet that included the basic details of her idea (date, time, Zoom link, title of the event, ticketing and a short description).

Next, Annie started pre-production by creating an outline of her event, a script, PowerPoint presentation, Zoom meeting and Eventbrite ticketing. Now, she needs to practice using Zoom to go live on YouTube so she plans a rehearsal. At the end of the rehearsal, Annie will try to go live on YouTube. However, Annie’s not sure what to say during her first YouTube Live Stream.

What does Annie do?

Click here for the answer.

Annie produces an Event Video for her Virtual Event Media Kit.

Give the Audience a Virtual Sample of your Event

During pre-production, Annie decides to combine her rehearsal with a quick YouTube Live Stream to promote her event, “Virtual Pub Theatre Battles”. 

  • She creates a General Information Sheet for her promotional YouTube Live Stream session.
  • As she’s writing a short description of the virtual event, she realizes this is an opportunity to prepare the YouTube video description, title, Featured Image, tags and to review the latest features of YouTube Studio and her YouTube Channel.
  • She brainstorms and researches the best practices for creating an event video. In her case, Annie focuses on successful examples of live streaming theatre.
  • Next, she converts her brainstorming notes intos an outline of her Promotional Live Stream.
  • The outline helps Annie write a script for her promotional live stream.
  • She makes a copy of her PowerPoint presentation and edits the new file into a short screencast that supports her outline and script
  • Annie’s solo on this rehearsal. She’s acting as host, co-host, camera operator, PowerPoint runner, lighting designer and sound engineer so she rehearses until she’s satisfied the live stream will satisfy her artistic and show business needs.
  • She takes a deep breath and starts her Zoom. She shares her Zoom screen and PowerPoint Slideshow with the event graphics and begins a YouTube Live Stream.
  • Annie’s heart pounds so loud she fears people will hear it! Soon, she’s Zooming through her script, rolling with mistakes, smiling through challenges and delering a well-rehearsed YouTube Live Stream.
  • At the end of her script, she ends the Live Stream and the Zoom Meeting.
  • Have you ever jumped 10,000 feet in the air? That’s how high Annie feels like she jumped with thrills and victory at her first virtual event.
  • Now, she’s got a YouTube video she can embed on her Eventbrite page and share on Social Media.

Creative Writing Challenge | Write a Promotional Live Stream for your Event

Prepare an outline.

Write an outline and script for a promotional Zoom + YouTube Live Stream for your Virtual Event Media Kit

Activity: Write an outline for an Event Video.

  • Brainstorm ideas for a high-quality event video.
  • Organize the most appropriate brainstorming ideas into an outline for your event video.
  • Consider writing a script. You can write dialogue word-for-word, make notes or improvise.
Click here for an example of an Event Video script.

Example of an Event Video script.

Comedy101 Intro to Virtual Events (YouTube Live Stream)

  • Hi! Chuck Roy from the ApocaLips Comedy Show, here to welcome you to my new, free online class Comedy101 Introduction to Virtual Events.
  • In this new, free online class we will follow the 5-Steps of Virtual Event Production.
  • Together we’ll turn your idea into a real virtual event! 
  • Follow real examples of successful virtual events produced by Colorado Comedy Shows.
  • Get things done with the 5-Steps of Virtual Event Production
    • STEP 1 | Gather Information
    • STEP 2 | Pre-Production
    • STEP 3 | Production
    • STEP 4 | Post-Production
    • STEP 5 | Evaluation

Each lesson is delivered with a variety of techniques

  • Blog articles focus attention on each of the 5-Steps of Virtual Event Production
  • Videos and graphics offer more tips and instruction
  • Case Studies offer examples based on real clients from Colorado Comedy Shows
  • YouTube Live Streams demonstrate how to use Zoom to host your virtual event

Review the Blog Articles and YouTube Live Streams to combine lessons on each step

  • As this course begins, we’ll record YouTube Live Streams from the Colorado Comedy Shows Virtual Event Center and the new Comedy101 Virtual Classrooms.
  • After the YouTube Live Stream, we’ll post the videos in their corresponding Comedy101 Blog Article.
  • We’ll update the YouTube video with links to the Comedy101 article.
  • You can choose the learning style that’s best for you, follow the blog, watch the videos or both!

Additional Resources

  • Comedy101 YouTube Channel
  • Comedy101 Facebook Page

Let’s review what we’re covering in our new, free online class Comedy101 Introduction to Virtual Events.

  • First, we learned that you can use this free online class to turn your idea into a successful virtual event.
  • Next, we revealed the 5-Steps of Virtual Event Production…1, 2…
  • Then, we showed you how to navigate the course using your choice of learning styles including blog articles, YouTube videos, social media and Comedy101 Newsletter.
  • Soon, you’ll see how we use YouTube Live Streams like this video to add content to the blog articles.
  • And, you’ll be able to continue learning as we produce real virtual events like the “Virtual Pub Theatre Battles”.
  • Oh, there’s one more thing, find out who this wicked cool, wicked free, online class helps raise money and awareness for Elevating Connections, a 501(c)(3) non-profit organization that offers connecting events for youth separated from their siblings by foster care.
  • That’s right, we’re going to learn how a bunch of comedians, comedy fans, friends and good people pitched in to make sure the Elevating Connections annual Poetry Jam succeeded as a virtual event.
  • I’m going to reveal the secrets we used to help the Elevating Connections Virtual Poetry Jam raise more money than they ever have, plus, we provided valuable stage time, attention, mobile education resources and more connecting events for young people separated from their siblings by foster care.
  • Comedy101 Introduction to Virtual Events is more than just a free online class. It’s an opportunity to showcase how Colorado Comedy Shows does a good thing by sharing time, technology plus 10% of ticket sales and private event bookings with Elevating Connections.
  • I’m Chuck Roy, instructor of Comedy and show business classes at a prestigious community college in the heart of Denver.
  • I’m using the awesome power and authority of my Kennedy Center American College Theatre Festival 2020 ATHE Award for Innovative Teaching to create smart, funny and totally fun virtual happy-hour style online classes to help people, including my favorite charities, learn how to produce outstanding and successful virtual events.
  • I’ll call on experts in entertainment, business, charity and education to collaborate to create free, publicly available Open Education Resources focused on creating equity in access for virtual event education.
  • Together, you, my friends and I can have a lotta laughs and fun!
  • Visit my website, Comedy101.ChuckRoy.com, and click on Introduction to Virtual Events.
  • It’s free! 
  • Introduction to Virtual Events is a free online class available at Comedy101.ChuckRoy.com

Comedy101 Virtual Event Media Kit

Create an Event Video for your Media Kit

Activity: Add a YouTube Live Stream Event Video to your Media Kit

Stay tuned! We’ll be posting our event video here!

[/su_spoiler] [/su_accordion]

You have finished this section!

  • First, you completed Step 1 by gathering information into a General Information Sheet.
  • Next, you completed Step 2 and learned how to schedule a Zoom meeting, set-up an Evenbrite Ticket, outline and script your event, prepare a presentation, invite an audience, budget and set Key Performance Indicators (KPI) for success.
  • Now, you’ve completed Step 3 | Production including a rehearsal of your event and recording a YouTube Live Stream Event Video that you added to your Virtual Event Media Kit.
  • Next, you’re ready to move on to Step 4 | Post-Production. You’ll discover why it’s important to say ‘thank you’ to your audience, cast and crew. Plus, you’ll find out what you need to do to successfully complete your event.

Suggested Order for the Series

START HERE: Introduction to Virtual Events (2020)

  • STEP 1 | Getting Started with your Virtual Event
  • STEP 2 | Virtually Effective Pre-Production
  • STEP 3 | Producing a Successful Virtual Event
  • STEP 4 | What to do after you successfully produce your virtual event
  • STEP 5 | How to know if your virtual event was a complete success

Final Project: Virtual Pub Theatre Battles (October 2020)

Laugh, like, share.

Please share this article with your friends in the virtual event community.

Tag:Intro to Virtual Events

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author avatar
ChuckRoy
    Hi! I'm Chuck Roy, professional stand-up comedian. I teach Comedy at the Community College of Denver and online at Comedy101. You may benefit from my experiences performing in TV Shows like Will & Grace and 3rd Rock from the Sun, plus movies like Ralphie May Presents and Louie Anderson Presents.

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    September 13, 2020

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