SayPro Event Streaming Plan for the SayPro Monthly January SCDR-3 Dance Competition
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Organized by: SayPro Development Competitions Office Under the Authority of: SayPro Development Royalty Target Audience: 2,000+ concurrent viewers Event: SayPro Monthly January SCDR-3 Dance Competition Focus: Hosting a smooth, professional, and engaging live-stream of final performances on the SayPro website
🎯 1. Event Streaming Objectives
Objective
Description
Reach 2,000+ concurrent viewers
Ensure that at least 2,000 people are watching the live-stream simultaneously.
High-quality streaming experience
Provide a smooth and professional viewing experience without technical glitches.
Engage the online audience
Maintain an interactive and exciting event for online viewers with live commentary and real-time engagement.
Promote SayPro’s brand and future events
Use the live-stream as a marketing tool to grow the SayPro community and audience.
🎥 2. Technical Setup for Live-Streaming
A. Platform for Streaming
SayPro Website Integration: The live-stream will be hosted directly on the SayPro website, using a dedicated event page to ensure that viewers can easily access the event from the home page.
Streaming Platform: Use Vimeo, YouTube Live, or Twitch integrated into the SayPro website. These platforms offer reliable live-streaming tools with low-latency and high-definition output, which are essential for keeping the audience engaged. If you’re streaming through YouTube or Vimeo, you’ll need to ensure seamless embedding on the SayPro website.
Viewer Interaction: Enable features such as live chat, where viewers can engage with the host, judges, and performers in real time, fostering a sense of community and excitement.
B. Equipment Required
Equipment
Purpose
Cameras (Multiple Angles)
To capture the performances from different perspectives. At least 3 cameras (one stationary, two for dynamic shots).
High-Quality Microphones
Ensure clear audio for performances and commentary, especially for judges’ remarks. Wireless lavaliers or shotgun mics are recommended.
Mixing Console
To adjust audio levels from various sources, including background music, microphones, and performance audio.
Live Stream Encoder
To convert video signals into a digital stream for online distribution. A hardware encoder like the Blackmagic Design ATEM Mini or software encoding tools like OBS Studio.
Switching and Graphics Software
Use software (e.g., OBS Studio or Wirecast) to manage video switching, graphics overlay, and real-time engagement (e.g., live polls, audience shoutouts).
Backup Internet Connection
Ensure there is a backup internet connection (preferably via fiber or cellular data) in case of a failure of the primary connection.
🎬 3. Content Plan for the Live-Stream Event
A. Event Flow
Segment
Time (Approx)
Details
Pre-Show
10 minutes
Countdown to Event Start: Exciting intro video with music, host introductions, and information on how to interact with the stream.
Opening Remarks
5 minutes
Host introduces the competition format, sponsors, and judges. Overview of the event and instructions for the audience on how to interact with the stream.
Live Performances
60–90 minutes
The core part of the event, where dancers will perform live (or through pre-recorded video submissions depending on the format).
Judges’ Commentary
Ongoing during the performances
Judges will provide brief commentary after each performance (either pre-recorded or live). Their scores and feedback will be visible on the screen.
Audience Interaction
Ongoing
Real-time live chat to encourage audience comments, shoutouts to viewers, and fun live polls.
Announcement of Winners
10–15 minutes
Host and judges announce winners, with each winner receiving a brief spotlight. Followed by thank-you messages and closing remarks.
Post-Show
5 minutes
Event recap video and thank yous to participants, viewers, sponsors, and partners. Option to share registration links for future events.
B. Viewer Engagement Strategies
Live Chat and Polling:
Live Chat: Keep the chat moderated and encourage positive and supportive conversations.
Real-Time Polls: Let viewers vote on “People’s Choice” or “Audience Favorite” using polls during intermissions between performances.
Shoutouts & Interactions: Encourage participants and followers to share on social media using an event hashtag (e.g., #SayProDance2025). Engage with these posts on the live stream.
Interactive Features:
Donation Links (if applicable): Offer a link for viewers to donate to SayPro or support future events. This can be incorporated in the live stream via a banner or a pinned comment.
Behind-the-Scenes Footage: Show some behind-the-scenes moments between performances to add an element of exclusivity and engage viewers.
Live Leaderboard:
If applicable, incorporate a live leaderboard on the screen that updates in real-time as judges submit their scores. This can build excitement and anticipation during the competition.
🕒 4. Pre-Event and Marketing for Live-Stream
A. Promotion Across Channels
Website:
Set up a landing page with an embedded countdown timer for the live-stream to create anticipation and excitement.
Offer exclusive access to registered participants or members by requiring a code to view the event stream.
Social Media:
Instagram, Facebook, TikTok: Promote teaser clips, behind-the-scenes moments, and pre-event interviews with participants and judges.
Reminder Posts: Daily countdown posts across social platforms, with links to the stream and registration.
Email Marketing:
Send reminder emails to registered participants, partners, and followers with event details, and encourage them to invite others to join the live-stream.
Include personalized invitations for VIP participants or sponsors, with exclusive access.
🎧 5. Commentary and Hosting
Live Hosts: Host the event with a dynamic, engaging, and knowledgeable presenter to keep the energy high and maintain the flow of the event. The host should be well-prepared to interact with the audience and provide context for each performance.
Guest Hosts/Influencers: Invite well-known dancers, choreographers, or influencers to provide live commentary, ensuring that they bring expertise and energy. This will help engage the audience, especially if the guest hosts are recognizable figures in the dance community.
Judges’ Commentary: Depending on the event structure, have the judges share live commentary after each performance. Ensure that their feedback is professional, insightful, and encouraging.
💻 6. Technical Support and Troubleshooting
A. Technical Rehearsals
Schedule at least one full technical rehearsal to test all equipment, including cameras, microphones, streaming software, and internet connections. This will help identify potential issues in advance.
Perform test streams to verify the quality and resolve any technical glitches before the live event.
B. Backup Plans
Secondary Streaming Platform: In case the primary stream encounters issues, have a backup stream ready on a secondary platform like YouTube Live or Twitch.
Dedicated Technical Support Team: Have a team on standby to address any technical issues in real time (e.g., audio or video problems).
C. Real-Time Monitoring
Constantly monitor the live-stream for buffering issues, lag, or poor audio quality. Adjust settings as needed, and have a moderator for the live chat to ensure it stays clean and supportive.
🎉 7. Post-Event Actions
On-Demand Viewing: After the live event, ensure the full stream is available on-demand on the SayPro website or a popular video platform, so viewers can watch again or share the event with others.
Follow-Up Engagement: Encourage viewers to follow SayPro on social media for updates on upcoming events. Share highlight reels and thank viewers for their support.
Feedback Collection: After the event, send out a short survey to participants and viewers to gather feedback on the streaming experience, technical quality, and overall engagement.
This SayPro Event Streaming Plan ensures an engaging, smooth, and professional experience for viewers while also supporting future growth and audience development.
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