How to Master Live Event Production: Lessons Learned Producing a 3-Day Live Event

A Job I Never Knew I Always Wanted

When your friend asks, “Hey, will you fly to Oregon from Texas to help me produce my three-day live event,” you say yes!

In today’s episode, we delve into the fascinating world of live event production, delivering a comprehensive overview of planning, managing, and simplifying events. I’m also revealing some of the best-kept secrets of a live event producer. Whether you’re an event planner, a content creator, or looking to host an event, this episode provides a wealth of valuable insights that you simply cannot afford to miss.

3 Key Things on How to Master Live Event Production

The heart of any event, whether live or virtual, is its content. As such, time management becomes a crucial aspect when it comes to creating content that resonates with your audience. Setting time limits ensures your content is just right, not too long, not too short. This episode provides practical advice on ensuring your audience fully receives and appreciates the message you’re sending out.

There were three important things I wanted to cover in today’s episode: 1) Planning and Prep, 2) What to Do When You’re “Live,” and 3) Event Debrief.

Segment 1: Planning & Prep

Alright, let’s get down to business. we need to first talk about about planning and prep

Location: Ah yes, the backdrop for your soon-to-be legendary event. Is it Insta-worthy? Does it have good acoustics? Will it fit your grandma and her entire knitting club? Consider these questions, folks.

Internet: A solid internet connection is your lifeline. Heather even called ahead to the Airbnb hosts to make sure the connection was top-notch! Test it, double-test it, and maybe even perform a ritual dance for good measure.

Equipment Setup: You wouldn’t go to a sword fight with a spoon, would you? Make sure your tech gear is on point. Mics, cameras, lights—do a trial run, or three.

The episode also touches upon the concept of ‘less is more’ in event planning. The simplicity of your event can, in fact, maximize its impact. A case in point is how an Airbnb turned out to be the perfect solution for a virtual event, providing a quiet, comfortable space free from everyday distractions.

Segment 2: We’re Live

So you’ve passed the planning stage without pulling your hair out. Congrats! Now, let’s talk about the main event.

Managing the Audience: Whether it’s a room full of eager beavers or a virtual sea of pixelated faces, you’ve got to keep ’em engaged. Throw in some jokes, juggle, or just be your fabulous self.

How to Keep the Pace & Stay on Schedule: Time waits for no one, especially not for your rambling keynote speaker. Keep an eye on the clock and have a shepherd’s crook handy for those who overstay their welcome.

What’s Actually Most Important: Spoiler alert—it’s not the color of the napkins. Focus on delivering value and creating a memorable experience. Everything else is just gravy.

Managing virtual events also comes with a unique set of challenges. From ensuring compatibility between equipment and systems to maintaining a steady internet connection, there are several aspects to consider. But with a bit of planning and a few backup plans in place, you can navigate these hurdles with ease.

Segment 3: Event Debrief

Whew! You survived. Now, let’s talk post-mortem, and no, I don’t mean the CSI kind.

Key Takeaways:  To successfully plan and manage an event, you must set clear expectations, keep the pace, and, most importantly, take care of your audience. From ensuring they have snacks and drinks to answering their questions promptly, every little detail counts.

Lessons Learned: Trust me, there will be lessons. Like, don’t forget to unmute yourself before delivering that killer opening line.

In the final analysis, producing a live event involves much more than meets the eye. But with a bit of creativity, some forward-thinking, and a whole lot of passion, you can pull off an event that not only meets but exceeds expectations. Tune into this podcast episode to take your event management skills to the next level.

Listen Now!

Check out mine and Heather’s interview on the Hint of Hustle podcast:Ep 220: 3 Big Takeaways From Hosting The Live 3-Day Signature Talk Accelerator, or watch the YouTube Video here: 3 Big Takeaways From Hosting The Live 3-Day Signature Talk Accelerator.