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7 Best Practices for Creating and Using Show Flow Templates for Your Live Shows


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Putting on live shows online or in-person can be super exciting…and super stressful! As anyone whose hosted a webinar, conference, or event knows, a ton can go wrong behind the scenes if you don’t plan ahead.

That’s where having a detailed show flow template comes in handy big time! Mapping out the agenda, speakers, tech, promotion plans, and more for your live show ensures everything runs smoothly for you and your attendees.

In this article, we’ll share some pro tips and strategies for designing and using show flow templates to level up your live shows. Let’s dive in!

Why Are Show Flow Templates So Key?

A show flow template gives you a bird’s eye view of how your entire show will flow from start to finish. It’s like having a roadmap so you can see:

  • The timing and order of each segment
  • Everything speakers need to cover
  • All the transition points
  • How long you’ve allotted for Q&A

With a template like this, you avoid awkward technical difficulties or dead air time. Speakers will know how long their talks should be. You can promote featured guests and moments ahead of time. And you can analyze after the fact to make your next show even better.

So in short, having a detailed show flow template makes running a smooth show possible!

Best Practices for Show Flow Templates

Alright, let’s get into some tried and true tips for creating stellar show flow templates and using them like a pro:

1. Define Your Goals Upfront

Before planning the nitty gritty logistics, get clear on:

  • Why are you putting on this show?
  • What do you want viewers to feel, learn or do?

If it’s a nonprofit fundraiser, you may want donations. A product launch? Collecting leads and signups. Goal-setting guides your decisions.

2. Pick the Right Platform

With your goals in mind, pick the best live show format. A webinar for leads? A live stream for big audiences? A virtual conference to educate?

Choose what aligns with your audience size, budget, tech abilities, and engagement goals.

3. Map Out a Detailed Agenda

Now plot out your show flow minute-by-minute. Outline:

  • Each segment and speaker order
  • Messaging for transitions
  • Interactive moments like polls
  • Calls to action for intros/outros

Bonus: Write out a speaker script too for flawless delivery.

4. Prepare Speakers and Guests

Once you’ve got your template, brief speakers on it so they know:

  • How long to present
  • The audience and goals
  • When/how to interact

Do a dry run with them too so they nail it live!

5. Test All Your Tech

The best laid plans can get derailed by tech fails. So test everything to ensure glitch-free delivery:

  • Internet speed
  • Mics and sound
  • Cameras and lighting
  • Slides and screensharing

Have backups ready too – better safe than sorry!

6. Promote Like Crazy!

Now get out there and spread the word about your amazing show! Some ideas:

  • Email lists and social media
  • Retargeting ads to past attendees
  • Landing pages with speaker details
  • Contests and promo codes for signups

Zero in on your show flow highlights to get people pumped up to attend.

7. Follow Up and Review

After the rush of your live show, follow up:

  • Send thank yous and surveys to attendees
  • Review metrics on your goals
  • Tweak your show flow template for next time

This helps turn attendees into loyal community members!

Take Your Live Shows to the Next Level

Whew, that was a lot of tips! But diligently mapping your show flow will help you execute a smooth, successful show that wows your audience.

We hope these ideas help you master show flow templates and take your live events up a notch! Let us know if you need any help – we’ve got your back!

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