My name is John Smith and I work for a company.
We are organising a gala dinner at venue on xx/xx/xx.
Our budget is between £2,500 and £4,000.
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Please email me at firstname.lastname@example.org or call 01234567891.
We recently held a fully Virtual Awards Ceremony for a client we’ve worked with for many years. This year they asked us to translate their awards show to the virtual world. So, how did we do this? Let us show you!
Our client opted for the virtual event to be pre-recorded, this meant most of the work was in the preproduction stage enabling us to have more control over the running of the event. For instance, there wouldn’t be an issue with problematic internet connections, or issues with speakers leaving themselves on mute which is often the case during live virtual events!
To start, our video editor got to work reviewing and editing the pre-recorded footage. His biggest task was to format the videos to the correct ratios since some were filmed via presenter’s phone in portrait mode. This required him to blur and stretch the background to make it blend into a 16:3 format so they matched the over videos.
The Studio Recording
The main presenter was recorded in our own virtual event studio. Here we were able to take advantage of our 80” Screen which took centre stage. Our LED backlighting was set to the company colours, the studio lighting package was set up to highlight the presenter for the camera shot, and our large 48” monitor was used for the auto cue. To enhance the sound quality, we used our professional sound system in place with the presenter’s lapel mic and an output from the desk directly into the camera system.
When the main presenter arrived on site we gave a quick brief on the set up and ran through some test shots to check the white balance and sound were correct. Our camera operator made use of our 4K video camera. He knew exactly how to get the best footage using the right angles and was able directed the presenter throughout the recording.
During the final part of the recording we incorporated our moving light system to create some dynamic lighting for their company dance off. This was added along with videos of fellow presenters and nominees to create a dance video along with a live band recording which was a great way to end the event.
The creation of the final video
For the final video, we created a custom picture in picture design for the presenter view and the presenter with awards PowerPoint view. We incorporated royalty free music for our awards ‘stings’. This was especially important as we were streaming to YouTube which has particularly strong algorithms for detecting unlicensed music. We wanted to be sure there was no risk to the stream being ended prematurely on the platform because of a copyright infringement. The final video was then presented to the client for any further additions or adjustments prior to the event before being given the sign off.
The ‘Rehearsal’ and day of the Awards
As this was a pre-recorded event, we didn’t have to worry about further presenter checks, but we did want to ensure a smooth stream. Therefore, we ran through the final video, tested the internet connection, and tested the stream and the RTMP and stream key to ensure they worked for the video. We checked the clients were able to log in to moderate the live chat for the day, and that they had the Zoom ‘afterparty’ set up and ready following the event.
Once we were confident with the checks, we were in contact with the client to make sure they were happy with everything and completed a final video and stream test through our streaming software. Once we were live, our streaming technician monitored the feed throughout to check the connections and sound quality.
Hopefully this gives you an insight into one of the ways you could host your next virtual event. To find out how we can help, don’t hesitate to get in contact with our team at Stage Connections!
If you would like to achieve similar results to this case study add the following to your Event Planner.
Unit 5 Solomon Park Industrial Estate Solomon Road Ilkeston Derbyshire DE7 5UE
4th Floor, Silverstream House 45 Fitzroy Street, Fitzrovia London W1T 6EB
Nottingham: 0115 944 5220 | London: 0207 email@example.com