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How to Set Up a Livestream Event Instance: https://help.patronmanager.com/a/1278218
In this article, we'll show you how to set up a Livestreamed Event Instance with Virtual Events (we'll cover Video On Demand separately).
- Setting up a livestream hosted externally (e.g. on Vimeo)
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:
- Are familiar with Ticketable Events / Event Instances
- Enabled mobile tickets
- Enabled and configured Virtual Events
- Decided on your content format
- Prepared the software/platform you'll be using
- Already set up your Ticketable Event
These steps are required, and you won't be able to proceed without them!
Set up a "Livestream (External)" Event Instance
There are two steps to complete: first you'll set up your livestream in whatever platform you plan to use (e.g. Vimeo, YouTube, Zoom...), 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!
1. First, make sure you've prepared and assigned a Pre-Show Email Template with the ticket link
Your patrons will receive the ticket 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:
- Set up automated communications if you haven't done so already
- Create a pre-show email template that contains the Ticket Order: Mobile Ticket Link merge field (again, if you haven't done so already)
- Set that template as the pre-show email, either:
- On your Automated Communications Settings, if you want to use that template for all your Ticketable Events
- On this specific Ticketable Event, if it's more specialized
- Or on this livestreamed Event Instance, to be very specific
- 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. Now: set up your meeting or webinar in Zoom, and copy the link to join
Again, we're using Zoom as an example - you can use whatever platform you'd like!
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
4. Choose "Livestream" and click Next
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:
- Name: this will appear on the PTS and on the ticket page where your patron will access the link to the stream.
- Be sure to include the date and time, and consider labeling it as a livestream.
- Instance Date: the date and time that the livestream will begin.
- You will not be able to sell tickets on the PTS after this.
- Instance End Date: the date and time you expect the livestream to end.
- Patrons who click their ticket link after the Instance End Date will not be able to click through to view the livestream.
- If in doubt, set this a little later than you expect the show to run, just in case.
6. Enter your stream link and pre-show template
Before you save the Event Instance, you need to enter the livestream link into the Stream/VOD URL field.
If you have a specific pre-show template for this livestream, you can set that now as well.
Q: But wait, what if I don't have the livestream link yet?
A: that's ok, you can enter a placeholder link, e.g. the link to your website, for now, and you can start selling tickets. You just need to remember to update it as soon as you have the real link!
The livestream link will become visible to ticketholders on the online ticket page one hour before the show, so make sure you update the link before then.
I have more questions!
That's okay, we have more answers! Check out Troubleshooting/FAQs for Virtual Events Users for additional tips.