Jason Vaughn is the director of business development at CVW Event Productions in Washington, DC. Jason joined the K-Stream podcast to talk about his background in event production, which includes a stint with minor league Baltimore Orioles affiliate the Aberdeen Ironbirds and ultimately led him to CVW where he’s spent the better part of the last decade.
We talk about how his company reacted to COVID-19 and shifted their focus to producing virtual and hybrid events. Hear how a high school graduation spring-boarded them into finding success in the virtual production world.
Interesting Takeaways
Live events, whether it be sports or corporate events, are all about telling a compelling story.
Virtual events should be treated like live, in-person events. Even if there are recorded video elements, no re-dos. If we were not in a pandemic, you would be delivering the same message on a stage.
Live streaming is a never-ending learning session.
Streaming around the clock for four straight days is 100% possible.
With some venues starting to charge more for using their internet, hybrid events are forcing producers to re-think how they create solid internet connections in unique spaces.
It’s on producers, not the clients, to make sure people remotely attending a hybrid event get the same experience as those in person.
If you’re a remote live stream producer reading the above headline, you’re likely thinking “well, duh.” But, in my experience, some of my virtual event guests are rather comfortable just moving forward without tech checks and rehearsals. And while I think it’s great when people are comfortable with technology, we as producers must insist on having those tech checks and rehearsals. The flow of a good show depends on it.
Yes, the technology piece is essential. We need to be able to see and hear our guest speakers clearly. That means ensuring they have solid internet connection, good lighting, good audio, etc. However, one key piece of any event is the flow, especially when it’s all virtual or hybrid.
Things like transitioning from speaker to speaker, how to introduce presentations or videos being shown to the audience – all of that contributes to a good flow. And good flow comes from rehearsing.
If it takes too long to transition from one slide presentation to another, or your host is fumbling over who to introduce next, it’s very easy for an audience tuning in via internet to load another webpage or pull up their inbox and start doing other things.
“The show that didn’t go well…we didn’t have a rehearsal,” says Anthony Burokas, a 20+ year broadcast producer and founder of IEBA Communications and Stream4us. “As much as people think ‘Oh yeah, yeah, we’ll just go online. It’s just like Zoom.’ It’s not just like Zoom. This is television.”
Burokas has been producing almost only remote live events since COVID-19 was declared a pandemic in March 2020, mainly for corporate clients. Hear Anthony talk more about the importance of rehearsals in the clip below.
And oh by the way, these aren’t the normal events speakers are used to. They can’t see the audience. They are not in the same room as the other speakers they’re communicating with. Sometimes they’re relying on remote producers talking into their ear for the first time to give them queues, or they’ve never done an event in front of a webcam, so they aren’t sure where to look.
Kimberly Flowers, founder of Remote Producer Live!, a fully remote production company that helps entrepreneurs stream online shows, really puts an emphasis on the prep work with her clients.
“Going through those steps really help the client feel confident in our ability to really support them at the level that they need,” she says. “And [we’re] taking that load off of their shoulders so they can focus on being the content creator and just focusing in on being a host.”
Again, it’s comforting as a producer when you get a guest speaker that is tech-savvy. It’s great when they can work a webcam and know how to turn on a specific microphone as the audio input in the streaming software. But as Flowers mentioned during our recent conversation, remote productions can throw a lot of new things at people that they’re not used to seeing, so they have to get used to the remote live environment before they’re thrown into the virtual spotlight.
From March 2020 to present day, remote productions for virtual events and live streams have been the norm. Everybody seems to be doing remote productions in some form or another.
Obviously, if you’re a producer for something like this, you need to make sure your technical setup is solid. But equally as important are your guest speakers’ setups. Their audio, video and internet connection need to be optimal so they, as the subject matter experts, can get their message across clearly to the audience.
Over the last year, I’ve produced hundreds of remote live streams featuring guest speakers from all over the world. Every stream has new challenges, but I’ve been able to develop a list of some best practices and tips that I give my guests before every production to help set them up for success.
And if you’re guest speakers are set up for success, your event will likely be as well.
First, I always try to schedule a tech check or brief rehearsal. It is essential to set up time with your guests ahead of the event to run through all the technical pieces so you’re not scrambling last-minute.
In the calendar invite for the tech check, here’s what I include. Keep in mind, I use Switcher Studio for my full time remote production work. However, these can be applied to pretty much any streaming platform that allows for remote guests.
Where will the link work?
Most streaming platforms allow you as the producer to send your guest speakers a URL that they can click on to join a video chat room. I’ve found, especially when working with government clients, it’s best to let them know up front which browsers the link works on.
For example, a lot of government computers automatically default to Internet Explorer. Unfortunately, most streaming platforms only work on Firefox, Chrome or Safari. Let your guests know that up front.
Connect to Ethernet or get really close to the WiFi router
To enable the best internet connection, you’ll want your speakers to be connected via Ethernet. If that’s not possible, ask that they get as close to the WiFi router as possible, or wherever the signal is the strongest in their house or workspace.
Close everything else
To get optimal performance from their device, whether it be a desktop, laptop or mobile device, ask that they close all other programs or applications not in use during the event. This will help their device work at top speed.
No VPNs if possible
If your speakers use any sort of Virtual Private Network, or VPN, for work, have them log out of that before trying to connect to your event. I’m not sure if this is specific to government employees, but I’ve noticed that more often than not, if someone is logged into a VPN, it blocks the video feed in Switcher. Sometimes I’m able to hear them but not see them.
We typically have better luck, especially on work-issued devices, if the guests get off VPN before trying to jump into Switcher.
This isn’t to say that being on a VPN will hinder the experience for everyone. Some people have to be logged into one just to access the internet, and with some of those folks it has never been an issue. But I would say more often than not, no VPN is the way to go if you can.
Try to find a quiet space free from distraction
I know this may seem like it should go without saying, but be clear that there can be no background noise that will get in the way of their presentation. Some folks have never gotten feedback on what their audio sounds like. They may not know that you can hear a fan running in the background or the mic is picking up sound from the washing machine.
With audio being such a key element to any virtual production, this has to be top of mind.
Of course, sometimes the quietest spot in the house may not be where there’s optimal internet connection, so that’s something you can troubleshoot during the tech check.
Think about where the windows are
Your speakers should avoid having large windows in the background of their shot. Rather have them face a window if possible to take advantage of natural light, depending on what time of day the event is happening.
Lighting can be tough, so do what you can, but pay more attention to the audio.
Headphones are a good idea
Encourage your guests to use headphones or earbuds with built-in microphones if they have them. This eliminates the chances for audio feedback that can sometimes be overbearing, especially if you’re producing a panel discussion and people are going back and forth on a topic.
Headphones and earbuds dramatically reduce the extra noise that can sometimes be distracting during a remote production.
Of course things can happen last minute. No one knows this more than any event producer, virtual or in-person. Sometimes you have to roll with the punches. You’re not always going to have the time to ensure that everything laid out above is perfect.
But if you can, you want to prepare your guest speakers as much as possible with the tips and guidance I’ve provided. Well-prepared guests mean a well-organized and higher quality production.
Jason Vaughn is the director of business development at CVW Event Productions in Washington, DC. Jason joined the K-Stream podcast to talk about his background in event production, which includes a stint with minor league Baltimore Orioles affiliate the Aberdeen Ironbirds and ultimately led him to CVW where he’s spent the better part of the last decade.
