“Can’t be that hard, right?” Famous last words. Okay, maybe not fatal, but we’ve all been there, something looks simple until the hidden details come rushing in like Niagara Falls.
Live-streamed events can be like that. On the surface, it’s just “press play and stream.” In practice, it’s a lot of moving parts coming together in real time. The good news? With the right preparation (and the right partner), it’s not only manageable, it can actually be fun.
If you’re a CMO, event lead, or head of a brand tasked with pulling off a live-streamed corporate event, don’t sweat it. Fifteen4 has been there, done that, and picked up plenty of best practices along the way. Here’s the playbook we use to keep things running smoothly.
The Playbook for a Smooth Live Stream
Clear Communication
Don’t let your project turn into a game of telephone. Keep updates tight, use a live doc for show flows, and schedule regular check-ins. Be upfront with your execs about the time commitment required, and pro tip, listen to your agency partner. There’s a reason you hired them.
One Boss, Not Five
Pick a single point of contact on your team. One captain, one voice, one person who knows the details. It keeps decisions clear and momentum strong.
Deadlines Aren’t Suggestions
In live production, drop-dead dates are there for a reason. A good partner will give you flexibility and grace, especially in the world of corporate approvals, but waiting until the last minute to deliver critical content or info makes everyone’s life harder. Keep things moving early and often.
Content Early, Not Last-Minute
Lock in videos, graphics, decks, music, and interactive pieces as soon as possible. If your team is creating assets, be realistic about bandwidth and capabilities. Nothing derails momentum like a 48-hour scramble to “just add one more video” or to “fix this animation.”
Pick the Right Location
Corporate offices can be great venues for live-streams, you just need to know what you’re working with. Internet bandwidth, firewalls, and IT security can all add wrinkles. Studios avoid many of those challenges, but if you’re using your own space, flag potential issues early so your production team can plan around them.
Wrangle Remote Guests
Remote speakers are fantastic, when they’re prepared. Confirm their tech setups, timelines, and expectations early so they’re set up for success.
Rehearse, Rehearse, Rehearse
The more complex your show, video playbacks, motion design, remote call-ins are, the more rehearsal time you need. Ideally, one full rehearsal day per live-stream day. It’s the best way to spot issues before they matter.
IT Help Is Non-Negotiable
Bring in an IT sherpa early, someone who can grant permissions, tweak settings, and clear security hurdles before you go live. A little upfront help makes everything smoother.
Invites & Reminders Matter
Send invites early and follow up often, even the morning of. Audiences are busy, and a gentle nudge goes a long way toward boosting attendance.
Run of Show: Be Realistic
Don’t cram too much into your timeline. Build in transitions, set changes, and breathing room. A well-paced show keeps everyone (including your audience) at ease.
Wrapping It Up
Live events are equal parts planning and improvisation. Presenters change, schedules shift, content moves around, that’s normal. The difference between stress and success comes down to preparation and partnership.
The considerations above won’t solve everything, but they’ll help transform your live-streamed event from stressful to seamless, and yes, even enjoyable.
Got a Town Hall, Sales Kickoff, Investor Day, Training Seminar, or Product Launch on the horizon? Call Fifteen4. We’ll help you turn “Can’t be that hard, right?” into “That went better than we ever imagined.”