We've provided two simple methods for hosting and streaming your very own Big Gig below. Remember you can also contact our team for support and guidance with setting up and fundraising for your event. 

Option 1: Hosting your event on Zoom

  1. Download and install Zoom

You will need to download Zoom to host your event. Once complete, follow your devices installation prompts.

  1. Sign up to Zoom

Now it’s time to sign up to Zoom. You will need to verify your email address and activate your account before logging in.

  1. Sign in to Zoom

Sign in to Zoom using your account credentials.

  1. Set up your Big Gig

Select the grey avatar icon in the top right-hand corner of the screen to arrive at your Profile. Select ‘Meetings’ from list within the left-hand panel and then ‘Schedule and New Meeting’ within ‘Upcoming Meetings’.

You’ll now be presented with the setup options for the meeting.

  • Give your meeting an appropriate topic (i.e. ‘Jen’s Big Gig)’ and description.
  • Set a date, time and duration for your event within the ‘When’ field. The ‘Time Zone’ should automatically be (GMT+1:00) London.
  • ‘Generate Automatically’ should be preselected under Meeting ID.
  • Create a suitable password to share with your attendees – they will need this to attend your Big Gig.
  • Select ‘On’ next to ‘Host’ in the ‘Video’ section to be visible to your attendees during your event. This will enable your webcam. Do the same next to ‘Participant’ if you would like your attendees to be visible too.
  • ‘Enable waiting room’ should be preselected. You may also wish to ‘Mute participants upon entry’ and ‘Record the meeting automatically on a local computer’.
  • Click ‘Save’.
  1. Share your event invitation

Select ‘Copy invitation’ next to the invite link on the following page. You can now paste and send this to your participants via email, text, or your preferred communication platform.  If you’re using Eventbrite as a ticketing platform, paste this invitation into your order confirmation email (see above for more information).

  1. Start your event

Return to the ‘Meetings’ page when you’re ready to begin your event and select ‘Start’. You will be directed to the lunch page where the ‘Open Zoom Meetings’ system dialog will appear. Select ‘Open Zoom Meetings’ to launch the client. You will be given the option to ‘Join with Computer Audio’ or ‘Test Speaker and Microphone’.

  1. Admit attendees from the waiting room

You will be notified of attendees entering the waiting room upon arrival. Select ‘Participants’ and then ‘View waiting room’.  A panel will appear to the right-hand side of the screen. You can admit participants individually or multiple participants as a group by selecting ‘Admit All’. You can also remove participants from your event by clicking ‘Remove’.

  1. Mute and unmute participants

You can mute and unmute participants by selecting ‘Participants’. A panel will appear to the right-hand side of the screen. Mute or unmute individual participants by hovering over their name in right-hand panel and selecting ‘Mute’ or ‘Unmute’. Mute or unmute all participants by selecting ‘Mute All’ (you will then be prompted to allow participants to unmute themselves) or ‘Unmute All’ at the bottom of the panel.

  1. Lock the meeting

You can lock the meeting once your event has begun by selecting ‘Participants’ followed by the ‘…’ icon in the bottom right-hand corner. Select ‘Lock meeting’.

  1. View chat

You may engage with your attendees via the chat. Select ‘Chat’ and the chat box will appear at the bottom of the panel in the right-hand side of the screen.

  1. End the meeting

Once your event has finished, end the meeting by selecting ‘End’ followed by ‘End Meeting for All’.

You can find further information about Zoom via the Zoom Help Centre.

Option 2: Host your event on YouTube Live

Please note that enabling your first YouTube Live stream can take up to 24 hours. Once activated, you can go live instantly. Find out more information about YouTube Live via YouTube Help.

  1. Create a Google Account

You will need to create a Google Account before you can stream your event on YouTube Live.

  1. Sign in to YouTube

Sign in to YouTube using your Google Account credentials.

  1. Create your event
  • In the upper right-hand corner, click ‘Create’.
  • Click ‘Go Live’
  • You may be required to authenticate your account at this stage if you haven’t already.
  • From the left-hand menu, select ‘Webcam’.
  • Enter a title and description, and select the most appropriate category for your event.
  • Select ‘Unlisted’ within the privacy drop-down box.
  • Select ‘Schedule for later’ and set the start date and time for your event.
  • Upload a custom thumbnail and select whether your event is suitable for kids.
  • Click ‘Create stream’.
  1. Share your streaming link
  • Select the user icon in the top right-hand corner of the page and click ‘YouTube Studio’.
  • Click ‘Videos’ in the left-hand panel and then the ‘Live’ tab. Select your scheduled live stream.
  • Click the ‘Share’ button underneath and then ‘Copy’.
  • If you’re using Eventbrite to ticket your event, paste the link within your email confirmation. Otherwise, send the link (along with any further details) to your event ticket holders via your preferred communication method.
  1. Go Live

Once you’re ready to start your event, navigate to your scheduled stream and select ‘Go Live’ in to top right-hand corner of the page. Click ‘End Stream’ when your event has finished.