How to produce your own live event- rehearsal, run of show, buttons

Time for the Live Event lesson!

Event.Gives Live Dashboard  

With the digital component, you can reach your audience in person or from the comfort of their own home! The Live Dashboard controls all of the aspects of the virtual show including paddle raise, chat function, live auction items, etc.   

The first step to accessing and getting to know the dashboard is by purchasing either the Live Pro or Premium Service plan. Once you or your organization purchases either of these plans, you will have access to all Virtual Live features within the ‘Items’ tab in your manager portal. 

When you are producing your event through the Event.Gives Dashboard, it is best to consult with an Event Expert! They can connect with you over a call and walk you through how to best use the dashboard.

The digital component of the platform is one of the most beneficial things you can use as an Event Organizer. Since the digital component was created, organizers have reported raising double or even triple their funds compared to past events!

Getting to Know the Features 

The screen recording below is a run-through on how to push videos, Items, and donation buttons live! 

[Insert Screen recording]

Rehearsal Mode

In order to access "Rehearsal Mode," you will first want to navigate to the Event.Gives Live Dashboard within the ‘Items’ tab. The "Rehearsal Mode" feature allows you to test your event's run of the show (i.e. layout of event videos as well as any button that needs to be overlaid) without attendees being able to view the rehearsal on your event site.                       

After toggling "Rehearsal Mode" to "Live," you will click on the blue "Go to Rehearsal Site" button. Clicking this link will open up the rehearsal site in a different tab within your browser. The new event browser URL should read event.gives/yourkeyword&rehearsal=1.

Live Now 

The "Live Now" toggle controls when the event is Live on the event site and able to be viewed by attendees or virtual ticket holders. When your event is in live mode, all attendees who have access to your event can view whatever videos you play, streams you push, buttons you overlay, etc.

You are able to toggle your event to "Live" as many times as you’d like. 

Teleprompter 

This feature allows you to have a running list of real-time interactions during the auction or paddle raise. To pull up the teleprompter, you can right-click the blue "Teleprompter" link (what we like to call your “Confidence Monitor”) prior to the start of the event.

The screen will display necessary bidding and donation information that is helpful to your emcee or auctioneer.  

Donate Mode 

Donate Mode is the feature used during a virtual or hybrid fund-a-need (paddle raise). Most nonprofits will display a mission video during this time and then you will begin taking donations by level. After toggling "Donate Mode" on, attendees can begin donating based on the provided levels.

Depending on the event organizer’s preference, you are able to display up to three "Giving Levels" on screen at once, in addition to a "Custom Giving Level," where attendees can type in a chosen amount. You can choose when to show each level on-screen by checking or unchecking the box next to the word "Display," pictured below:

Bidding Mode

By toggling on "Bidding Mode" you will be able to choose which Live Auction item to show on screen in order to begin taking bids. Each Live Auction item will have a blue "Make Live" button.

Once the item is pushed live, the "Make Live" button will change to "Close Item." Once the item has been sold, you will click the "Close Item" button in order to end bidding.

Show Engagements 

Your attendees will be able to see the bids or donations as they come through if you choose to toggle on "Show Engagements." After toggling this feature, the engagements will be displayed on the right side of the video stream that is playing. If you have "Show Engagements" toggled on and the "Chat" feature checked, attendees will be able to chat with each other during your event as well as see incoming bids or donations. You are able to turn the chat off or toggle "Show Engagements" off at any time throughout the event.

Chat

The chat feature allows attendees to join in on the conversation during the live event. You have the ability to turn the chat on or off. You can even delete a chat if you are an administrator. 

Below is a screenshot of what the dashboard looks like:

Before you Go Live:

• Be sure to create a Run of Show (ROS) for all of the parties involved in the production of your show. This is a timeline of what the show is going to be like in the long run. 
• We highly encourage doing at least two practice runs in a test event. You can turn on Rehearsal mode and only those with the specific rehearsal link will be able to view the live content. 
• Shout it out! Be sure to include the event URL link in any social media posts or email correspondence to your attendees.

Tips:

• Attend our mock virtual demo where you can attend a digital experience as an attendee while placing fake bids and fake donations. This demo takes place on the second Wednesday of each month at 2:00 PM EST.
• Any videos you upload should be filmed in landscape mode, not portrait mode.
• Work with an AV company to increase the production value of your event to create smooth transitions between your pre-recorded videos or even live streams.
• We advise you to have a backup plan in case someone loses their live video feed. It is a great idea to have a pre-recorded video on hand to push live if a feed is lost. 
• Set up a conference line to have your team working the back end of the event connected. If there are any questions during the event, you will already be connected! 
• Want to have your event recorded? Select a designated member of your team to record your event by using a screen-recording tool like QuickTime player or by using a Windows Screen recorder.
• Be creative and have fun!

If you would like additional assistance during your event, you have the option to hire event support. Purchasing remote support will provide you with a direct line to an Event Expert throughout your event for up to 4 hours. They will be able to assist you and your event volunteers if you have any questions and will have a direct line to our tech team if you need troubleshooting help.

For more information about our levels of support, please take a look at all levels of event support we offer.

Quick Tip

When you are producing a live show and streaming it, we always recommend having a Run Of Show! The Run Of Show will provide cues to the producer as far as what buttons to have on the screen, what order the videos go in, When to turn on and off chat, etc...  

Once you have a Run Of Show, you can set up two rehearsal times to walk through how you would like the show to go. The first rehearsal should be a light overview of the run of show. This initial rehearsal ensures your speakers are successfully able to get connected, your videos play to your liking, and everyone knows their place during the virtual event. The second rehearsal should be a detailed walk-through of the run of show mimicking how you intend it to look the day of the event. 

Continue to the next lesson to learn about Live Streaming!