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How to Set Up a Livestream Event Instance

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How to Set Up a Livestream Event Instance: https://help.pm.leapevent.tech/a/1278218

n this article, we'll show you how to set up a Livestreamed Event Instance with Virtual Events (we'll cover Video On Demand separately). The process differs a bit depending on if you are:

Whichever option you choose, once you set up your Event Instance, you'll be able to start selling tickets to your Virtual Events in PMBO and on your PTS as per normal.

Before you begin, be sure you:

  1. Are familiar with Ticketable Events / Event Instances
  2. Enabled and configured Virtual Events, including your "emergency pull-switch"
  3. Decided on your content format
  4. Prepared the software/platform you'll be using
  5. Already set up your Ticketable Event

These steps are required, and you won't be able to proceed without them!

Set up an Event Instance with the "Livestream (RTMP)" option

This process has two parts: first you'll set up your Event Instance in PatronManager, then you'll connect it to your streaming software.

Click here to get started

Your patrons will receive the link they need to access the livestream in their Order Confirmation email immediately after they purchase a ticket. However, our recommended best practice is also send them an email just before the show with the same link - it's no fun to sift through your inbox for a link to a show you paid for.

As such, you should:

  1. Set up automated communications if you haven't done so already
  2. Create a pre-show email template that contains the Ticket Order Item field "VirtualEventAccessLink" (again, if you haven't done so already)
  3. Set that template as the pre-show email, either:
    1. On your Automated Communications Settings, if you want to use that template for all your Ticketable Events
    2. On this specific Ticketable Event, if it's more specialized
  4. Make sure the email is set to go out an hour before the show (again, either in your Automated Communications Settings or on the Ticketable Event)

2. Click "New" to create a new Event Instance from the Ticketable Event

3. Choose "Livestream (RTMP)" and click "Next"

4. Fill out the top section of the page

Most of this you'll handle the same as you would when setting up any other Event Instance, but pay special attention to the first three fields:

  1. Name: this will appear on the PTS and on your patron's ticket links, as well as on the player page below the video player itself.
    • Be sure to include the date and time, and consider labeling it as a livestream.
  2. Instance Date: the date and time that the livestream will begin.
    • This affects the countdown timer on the player page. You will not be able to start the livestream before this, and you will not be able to sell tickets on the PTS after this.
  3. Instance End Date: the date and time you expect the livestream to end.
    • Your broadcast can continue past this point as long as you continue streaming.
    • If you stop the broadcast after this time, the player page will automatically switch to the post-stream content and you will be unable to resume the broadcast.
    • If you stop broadcasting before this date/time, the player page will remain on the mid-stream content until the Instance End Date, and you will be able to resume your broadcast.

5. Fill in the "Virtual Event Information" fields as appropriate, and save

  1. Hide Stream Countdown: check this box to hide the countdown clock that displays in the player window leading up to the Instance Date/Time
  2. Donation Label: the word that will appear on the player page above an embedded donation form (if you select one below).
  3. Donation Form: the PatronManager Donation Form that will be embedded on the player page when the patron views the video.
    • Patrons will be able to minimize the side panel/set the video to fullscreen.
    • You can only select an active Donation Form.
  4. Pre-Stream Player Text: a sentence that will appear within the player window before the Instance Date/Time
  5. Post-Stream Player Text: a sentence that will appear within the player window after the stream ends
  6. Pre-Stream Content: a rich text field that appears below the player before the stream begins on the Instance Date/Time
    • A great place for your logo
    • Include marketing notes, a link to your donation form, etc.
  7. Mid-Stream Content: a rich text field that appears below the player during the stream, between the Instance Date/Time and Instance End Date/Time
    • A great place for your logo
    • Probably less text in this one, but still a good place to link to your donation form etc.
  8. Post-Stream Content: a rich text field that appears below the player after the stream ends or after the Instance End Date/Time
    • A great place for your logo
    • Include a "thanks for coming" message, a discount code for a future show, marketing things, a link to your donation form, etc.

Click and drag the bottom right corner of the rich text editor fields to adjust your visible editing space!

6. Copy two fields on the saved Event Instance

You'll need two pieces of information from the "Virtual Event Information" section of the page, to paste into your streaming software:

  1. Stream URL
  2. Stream Key

7. Set those values in your streaming software

How you'll do this varies depending on your platform. We've provided tips for our recommended options below.

Always run a practice event first!

Though these are our recommended options, these are not our products - our support team won't be able to help you use these platforms. If you run into issues with your platform, you'll need to contact the corresponding support team.

StreamYard

1. Choose "Destinations" from the menu

2. Click to "Add a Destination"

3. Choose "Custom RTMP"

4. Enter the values from your Event Instance, and save

  1. RTMP server URL: enter the "Stream URL" from your Event Instance
  2. Stream key: enter the "Stream Key" from your Event Instance
  3. Nickname: we recommend a combination of the Ticketable Event and Instance Names (so that you can easily tell which Event Instance this is for later on)
  4. Save
OBS Studio / Streamlabs OBS

1. In OBS, click "Settings"

2. Click "Stream"

3. Set the "Service" to "Custom", enter the values from your Event Instance, and click "Apply"

  1. Service: Custom
  2. Server: enter the "Stream URL" from your Event Instance
  3. Stream Key: enter the "Stream Key" from your Event Instance
  4. Apply
Zoom

Custom RTMP Streams in Zoom require a Zoom Pro account, and are only available for Zoom Meetings (not Webinars).

1. Create and save your Zoom Meeting, then click "Live Streaming"

2. Click "Configure Live Stream Settings" under "Custom Live Streaming Service"

3. Enter the values from your Event Instance, and save

  1. Stream URL: enter the "Stream URL" from your Event Instance
  2. Stream key: enter the "Stream Key" from your Event Instance
  3. Live streaming page URL: this is not used, so enter any valid URL (e.g. your organization's website)
  4. Save

Set up an Event Instance with the "Livestream (External)" option

This process has two parts: first you'll set up your event in whatever platform you plan to use (e.g. Zoom or YouTube), then you'll create the corresponding Event Instance in PatronManager.

In this example, we're using Zoom.

Heads up: if you add a password to a Zoom Meeting or Webinar after you create it, the link to join will change. Be sure to update your Event Instance if that happens!

Click here to get started

Your patrons will receive the link they need to access the livestream in their Order Confirmation email immediately after they purchase a ticket. However, our recommended best practice is also send them an email just before the show with the same link - it's no fun to sift through your inbox for a link to a show.

As such, you should:

  1. Set up automated communications if you haven't done so already
  2. Create a pre-show email template that contains the Ticket Order Item field "VirtualEventAccessLink" (again, if you haven't done so already)
  3. Set that template as the pre-show email, either:
    1. On your Automated Communications Settings, if you want to use that template for all your Ticketable Events
    2. On this specific Ticketable Event, if it's more specialized
  4. Make sure the email is set to go out an hour before the show (again, either in your Automated Communications Settings or on the Ticketable Event)

For Zoom Meetings, this is the "Invite Link":

For Zoom Webinars, it's the "Link to join Webinar":

Remember: don't set your Zoom Webinar to require registration, or you'll force patrons to register twice.

3. Click "New" to create a new Event Instance from the Ticketable Event

  1. External Stream Type: choose your hosting platform (YouTube, Zoom, etc)
  2. Stream URL: enter the link to view your stream (in this example, that would be the link to join your Zoom meeting or webinar)
  3. Click Next

Are you using livestream.com? Select Vimeo as your External Stream Type!

5. Fill out the top section of the page normally

Most of this you'll handle the same as you would when setting up any other Event Instance, but pay special attention to the first three fields:

  1. Name: this will appear on the PTS and on your patron's ticket links, as well as on the player page below the video player itself.
    • Be sure to include the date and time, and consider labeling it as a livestream.
  2. Instance Date: the date and time that the livestream will begin.
    • This affects the countdown timer on the player page, and you will not be able to sell tickets on the PTS after this.
    • This is also when the link to launch the stream will appear on the player page.
  3. Instance End Date: the date and time you expect the livestream to end.
    • Patrons who arrive late to the player page will see the mid-stream content and the link to launch the external stream from the Instance Date until the Instance End Date.
    • At the Instance End Date, the player page will switch to the post-stream content, and the link to launch the external stream will no longer be available.

6. Fill in the "Virtual Event Information" fields as appropriate, and save

  1. External Stream Type: autofilled with your selection from the previous screen
  2. Stream URL: autofilled with the link you entered on the previous screen
  3. Hide Stream Countdown: check this box to hide the countdown clock that displays in the player window leading up to the Instance Date/Time
  4. Donation Label: the word that will appear on the player page above an embedded donation form (if you select one below).
  5. Donation Form: the PatronManager Donation Form that will be embedded on the player page when the patron views the video.
    • Patrons will be able to minimize the side panel/set the video to fullscreen.
    • You can only select an active Donation Form.
  6. Pre-Stream Player Text: a sentence that will appear within the player window before the Instance Date/Time
  7. Post-Stream Player Text: a sentence that will appear within the player window after the stream ends
  8. Pre-Stream Content: a rich text field that appears below the player before the stream at the Instance Date/Time
    • A great place for your logo
    • Include marketing notes, a link to your donation form, etc.
  9. Mid-Stream Content: a rich text field that appears below the player during the stream, between the Instance Date/Time and Instance End Date/Time
    • A great place for your logo
    • Probably less text in this one, but still a good place to link to your donation form etc.
  10. Post-Stream Content: a rich text field that appears below the player after the stream or after the Instance End Date/Time
    • A great place for your logo
    • Include a "thanks for coming" message, a discount code for a future show, marketing things, a link to your donation form, etc.

Click and drag the bottom right corner of the rich text editor fields to adjust your visible editing space!

I have more questions!

That's ok, we have more answers! Check out Troubleshooting/FAQs for Virtual Events Users for additional tips.

Previous Article Choose Content Format and Software for Your Virtual Events
Next Article How to Set Up a Video On Demand Event Instance

Box Office: Admins

Box Office Administration 10
Your Public Ticketing Site 21
Creating and Editing Events 21
Confirmation Emails 6
Automated Communications 8
Configuring Tickets 9
Managing Subscriptions 21
Fees 6
Venues 9
Virtual Events 15
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