Good organisation and management of virtual or online events are crucial in the digital age. For this reason, an event outline is positioned as a primary tool to achieve success. On this occasion, we want to share our experience and tips in the creation of step outlines for virtual events so that your next special occasion can exceed your audiovisual expectations with the help of Héqate.

It is said that it is crucial to spend some time sharpening the axe before cutting down a tree. And in the production of events, both virtual and in-person, detailed planning is also the key to success. An outline is a document that reflects the step-by-step process of the event: structure, script, etc. Although we must always be open to improvisation and unforeseen circumstances, a well-crafted outline is the formula for a winning event.

An outline is, in essence, a detailed list of parts or sequences that visually represent the agenda and script of the event. Besides, in events with multiple simultaneous activities, such as congresses, a master outline is required that covers all activities, in addition to specific outlines for each of them.

When it comes to virtual events, the outline becomes an essential resource. The producers, having no direct physical contact with the participants, rely heavily on this detailed document to guide them through the event.

Now, we’re going to focus on how to create an outline for streaming a virtual event. Although the software for virtual events simplifies management, creating an outline and holding a prior meeting with all team members to review the points and transitions is a practice that we cannot but recommend.

Before creating the outline, it is essential to write a detailed script. This will include what is going to happen in the event, step by step. We can include dialogues and ideas for presenters or moderators. At smaller events, such as webinars, we will focus on the event agenda and whether presentations or videos will be used.

A well-organized outline must contain all the essential elements for the event’s realisation. Here’s an example of an event that runs from 9 a.m. to 1 p.m.:

8:30 Start-up (Test card)

9:00 Opening bumper

9:01 Intro video

9:05 BLOCK 1

Talk

Questions to speakers

10:00 Pause – Advertising video (makes it easy to change between groups)

10:00 Pause – Advertising video (makes it easy to change between groups)

Talk 4

Questions to speakers

11:00 Break (Videos/Break poster

11:30 BLOCK 3

Discussion between speakers

12:00 Event closing

As in an in-person event, a virtual event has a period before it begins. The audience joins the auditorium, listens to music, and watches images or videos on the stage screen. During this period, the production team connects to the live broadcast system to verify that everything is operating as expected. Punctuality is vital in keeping the audience engaged.

To announce the start of the event, an opening bumper is used, which can include graphic elements and music to attract the attention of the audience. Make sure you respect the music copyrights if you use it.

The content blocks allow a smooth transition between the different phases and spaces of the event. Unlike in-person events, in virtual events, there are no general plans, so working with content blocks is essential to maintain the fluency of transmission and viewing.

Each block is held in a separate meeting or channel different from the videoconference, which improves quality and prevents speakers from connecting before their turn.

It is crucial to prepare the bumpers that announce the different transitions between blocks and provide the audience with, for example, the schedule of the beginning of the next part. Part of a professional service is to stick to plans accurately and communicate any delays well in advance.

Broadcast masks are graphic elements that overlap dynamic content, such as cameras, presentations, and videos. These masks may contain branding elements and event logos. They are like the signs appearing sporadically on traditional television. They must be designed with precision so as not to saturate the content visually. For this type of element, it is essential to work with professionals who collaborate hand in hand with the organisation.

As with broadcast masks, it is expected to include credit signs with the names and positions of the speakers so that they appear on the screen. These signs can be superimposed in real-time during the talk. The realization technology allows incredible flexibility and even updates on these signs on the go.

An outline is a valuable resource to ensure the success of virtual events or streamings. Detailed planning, block coordination, and attention to graphic details are essential to keep the audience attentive and engaged and to deliver memorable experiences at events of all kinds. Héqate Producciones offers advice and production solutions for streaming and virtual events. Are you planning an event and would like to reach as many people as possible? Please call us!