📺Selling Tickets to Livestream Events
How Theaters Are Using CrowdWork for Virtual and Hybrid Events
While CrowdWork doesn't have a native streaming integration, many theaters have successfully used our ticketing features to sell access to livestreamed performances. Whether you're offering a streaming-only event or a hybrid experience with both in-person and virtual options, this guide covers the approaches that have worked for other venues.
Important: CrowdWork handles the ticketing—you'll need to use an external streaming platform (Zoom, YouTube Live, Vimeo, etc.) to deliver the actual stream. This guide focuses on how to sell tickets and communicate streaming access to your patrons.
Why Consider Livestreaming?
Even if you haven't thought about livestreaming before, it's worth considering as an additional revenue stream. Here's why theaters are adding virtual options:
Bonus revenue with minimal overhead: Once your show is happening anyway, a livestream ticket—even at a low price point—is nearly pure profit
Expand your audience globally: Performers can share the event link with friends, family, and fans who can't make it to your venue in person
Convert sold-out disappointment into sales: When your in-person show sells out, livestream tickets give waitlisted patrons another way to attend
Lower the barrier to entry: Inexpensive virtual tickets let new audiences sample your programming before committing to an in-person visit
Weather-proof your revenue: Bad weather keeping people home? Virtual attendees aren't affected
You don't need fancy equipment to start. Many theaters have found success with surprisingly simple setups—even a smartphone on a tripod streaming to a private channel. The key is getting started and learning what works for your venue.
Simple Streaming Setups
You don't need a professional broadcast studio to offer livestreams. Here are some approaches theaters have used, from simplest to more advanced:
Basic Setup (Minimal Investment)
Equipment: Smartphone or tablet on a tripod
Platform: Zoom, Facebook Live, or YouTube Live
Best for: Testing the waters, smaller shows, classes
Intermediate Setup
Equipment: Webcam or camcorder, basic microphone, laptop
Platform: Zoom, YouTube Live, Vimeo
Best for: Regular streaming, better audio quality
Advanced Setup
Equipment: Multiple cameras, mixing software (OBS), dedicated audio
Platform: YouTube Live, Vimeo, dedicated streaming services
Best for: High-production-value streams, larger audiences
Choosing a Streaming Platform
The key question for paid livestreams is: How do you keep the stream private so only ticket buyers can access it?
Here's how popular platforms handle privacy:
Zoom
Meeting password, waiting room, registration required
Easy access control; familiar to most users; host can admit attendees
Viewer limits on some plans; less "broadcast" feel
YouTube Live
Unlisted videos (not searchable, but anyone with link can view)
Free; unlimited viewers; good quality
Not truly private—links can be shared
Vimeo
Password protection, domain restrictions, private links
Strong privacy controls; professional quality
Paid plans required for livestreaming
Facebook Live
Private groups, events for specific audiences
Easy if audience already uses Facebook
Requires Facebook accounts; less control
"Unlisted" ≠ "Private": YouTube's unlisted videos won't appear in search results, but anyone with the link can watch and share it. For true access control, Zoom or Vimeo's password protection offers more security.
Recommendations by Use Case
For maximum privacy/control: Zoom with a meeting password or waiting room. You can admit only verified ticket holders.
For ease of use with large audiences: YouTube Live (unlisted) is simple and handles unlimited viewers, though links can technically be shared.
For professional quality with privacy: Vimeo with password protection balances quality and access control, though it requires a paid plan.
For casual/community streams: Facebook Live to a private group works well if your audience is already on Facebook.
Two Main Approaches
Events offering both in-person AND virtual tickets
Requires careful capacity and communication planning
Streaming-Only Events
Best for: Virtual performances, online classes, remote workshops Difficulty: ⭐ (Beginner) Setup time: 10-15 minutes
For events where all attendees will watch via livestream:
Step 1: Create Your Event
Create your show or class as you normally would:
Set your event name, date, and time
Add a description explaining this is a livestream event
Set your ticket price and quantity (leave quantity blank for unlimited virtual seats)
Step 2: Add Streaming Info to the Confirmation Email
Navigate to your event's edit page and scroll to the Confirmation Email section. This is where you'll communicate streaming details to ticket buyers.
Option A: Include the stream link directly
If your streaming platform uses a static link (like a Zoom meeting room), you can include it right in the confirmation email:
Your Livestream Access Join the show using this link: [your Zoom/YouTube link] The stream will go live at [time]. We recommend joining 5-10 minutes early.
Option B: Promise to send the link before showtime
If you prefer to send the link closer to the event (recommended for most theaters):
Livestream Ticket Confirmed! Your livestream link will be sent to this email address approximately 1 hour before showtime. If you haven't received it by [specific time], please contact us at [your email/phone].
Pro Tip: Whatever timing you promise, beat it by 30-60 minutes. If you say "1 hour before," send it 90 minutes or 2 hours before. Excited patrons often check early, and sending ahead of schedule prevents anxious support requests.
Step 3: Send the Streaming Link (If Not Included in Confirmation)
Before your event, use CrowdWork's email feature to send the streaming link to all ticket holders. See Contacting Attendees for detailed instructions.
Navigate to your event's overview page
Select the ticket holders you want to email
Compose your email with the streaming link and any last-minute instructions
Timing recommendations from theaters:
2-3 days before: Good for complex events requiring patron preparation
2-3 hours before: Balances freshness with giving patrons time to prepare
30-60 minutes before: Reduces risk of link sharing, but may cause support requests
Hybrid Events: In-Person + Livestream
Best for: Performances offering both venue attendance and virtual viewing Difficulty: ⭐⭐ (Moderate) Setup time: 15-20 minutes
Hybrid events require more planning since the Confirmation Email goes to ALL ticket buyers regardless of ticket type. Here are two approaches:
Approach A: Single Event with Multiple Tiers
This keeps everything in one place for easier management and lets patrons choose their experience at checkout.
Setup:
Create your event as normal
Add multiple pricing tiers:
"In-Person Ticket" - Set a specific Tier Quantity to prevent overselling your venue
"Livestream Ticket" - Leave Tier Quantity blank for unlimited (or set a limit if desired)
Do NOT set a Maximum Global Quantity - This would limit livestream sales when in-person sells out
Handling the Confirmation Email:
Since all ticket buyers receive the same confirmation email, you have two options:
Option 1: Include streaming info for everyone (Works if livestream is cheaper or same price)
If your livestream ticket is priced lower than or equal to in-person, you can include the stream link for all buyers. In-person attendees get a "bonus" virtual option, and everyone receives clear instructions.
Thank you for your purchase!
In-Person Attendees: Doors open at [time]. Please bring your ticket confirmation.
Livestream Viewers: Your streaming link will be sent to this email approximately 1 hour before showtime.
Option 2: Send streaming link separately (Recommended for most hybrid events)
Use the confirmation email to set expectations, then manually email only livestream ticket holders before the event:
Thank you for your purchase!
In-Person Attendees: Doors open at [time]. Please bring your ticket confirmation.
Livestream Ticket Holders: Your streaming link will be sent separately to this email approximately 1 hour before showtime. If you don't receive it by [time], contact [your email/phone].
Then before the event (see Contacting Attendees):
Go to your event overview
Filter or select only those who purchased the "Livestream Ticket" tier
Send them the streaming link via email
Analytics Benefit: Even if you include the stream link for everyone, creating separate ticket tiers helps you track how many patrons specifically chose the virtual option vs. in-person.
Approach B: Separate Events for In-Person and Livestream
If you need completely different communications for each audience, create two separate events:
Main Event: Your in-person show with venue capacity limits – Big Saturday Show [In-Person]
Livestream Event: A separate event for virtual attendees – Big Saturday Show [LIVESTREAM]
While this can certainly work, we don't usually recommend it simply because of the potential to create confusion for yourself (managing multiple events/attendees) and for your patrons (less visibility that both events exist, potential to select wrong event). However, if you do use two separate events, name them clearly and cross promote them in the events' descriptions.
Completely separate confirmation emails
Cleaner reporting per audience type
Different descriptions and imagery for each experience
Managing two events
Can't see total attendance in one place
Patrons must navigate to the correct event
Pricing Strategies
There's no established "best practice" for livestream pricing—theaters have found success with different approaches:
Livestream cheaper than in-person
Maximizes virtual ticket sales; treats streaming as bonus revenue
In-person cheaper than livestream
Encourages in-person attendance; positions streaming as premium/convenience option
Same price for both
Simplifies decision-making; positions both as equal value
Pay What You Want for livestream
Removes price barrier; lets patrons decide value
Consider your goals: Are you trying to fill seats? Maximize total revenue? Reach new audiences who can't attend in person? Your pricing should reflect your priorities.
Using the Event Description
Reminder: Don't put your streaming link in the event Description field. The description is publicly visible to anyone who visits the event page, not just ticket buyers.
The event description is useful for:
Explaining that this event offers a livestream option
Describing what the virtual experience includes
Setting expectations about how/when the link will be delivered
Listing technical requirements (browser, internet speed, etc.)
Customer Support Tips
Theaters have learned a few things about supporting livestream ticket holders:
Provide contact info: Include an email address or phone number for livestream questions. Without it, patrons may contact CrowdWork support, and we may not be staffed at your showtime.
Expect some inquiries: No matter how clear your instructions, some patrons will reach out. Have someone available to respond in the hour before showtime.
Under-promise, over-deliver: If you say the link arrives "1 hour before," send it 90 minutes before. This dramatically reduces "where's my link?" messages.
Include troubleshooting basics: In your streaming link email, include simple troubleshooting tips (refresh the page, try a different browser, check internet connection).
Pairing with Other CrowdWork Features
👥 Memberships + 📺 Livestreaming
Use Memberships to offer exclusive online content:
Create an unlisted livestream event (won't appear on public calendar)
Share the event link only with members
Great for monthly online performances, Q&As, or behind-the-scenes content
⏳ Waitlists + 📺 Livestreaming
When an in-person event sells out, use your Waitlist as a marketing opportunity:
Email waitlisted patrons about the livestream option
Optionally offer a discount code as a consolation for missing out on in-person seats
Turn a "sold out" disappointment into a sale
🤑 Discount Codes + 📺 Livestreaming
Create special promotions for virtual attendance:
Offer waitlisted patrons a discount on livestream tickets
Create early-bird livestream pricing
Partner with other organizations to offer their audiences discounted virtual access
Common Questions
Q: Can I include the streaming link in the confirmation email automatically?
Yes! Use the Confirmation Email section when editing your event. This content is sent immediately after purchase AND included in automatic reminder emails before the event. Note: The same content is sent to all attendees regardless of their ticket tier.
Q: Can I send different confirmation emails to different ticket tiers?
No, the confirmation email is the same for all ticket tiers on an event. If you need completely separate communications, create separate events for in-person and livestream (see Approach B above).
Q: How do I email only the people who bought livestream tickets?
From your event overview page, you can filter or select ticket holders by tier. Then use the email feature to send a message to just those patrons. See Contacting Attendees for step-by-step instructions.
Q: What streaming platforms do other theaters use?
Common choices include Zoom, YouTube Live, Vimeo, and Facebook Live. Each has different features and pricing. CrowdWork doesn't integrate directly with any platform—you'll share links manually through confirmation emails or the email feature.
Q: Should I limit how many livestream tickets I sell?
Most theaters leave livestream quantity unlimited since there's no physical capacity constraint. However, some limit sales if their streaming platform has viewer caps or if they want to create scarcity/urgency.
Q: When do automatic reminder emails go out?
Automatic reminders are sent approximately on the day of or day before your event. They include the content from your Confirmation Email section, so any streaming instructions you add there will be included in reminders.
Quick Setup Checklist
For Streaming-Only Events:
For Hybrid Events:
Need Help?
Have questions about setting up livestream ticketing for your venue? Reach out to our support team—we're happy to help you find the right approach for your situation.
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