Behind the scenes of every amazing event is an event producer calling the shots, coordinating content, and ensuring every audience member has an unforgettable experience. And with the rise of virtual and hybrid events in recent years, the importance of virtual event production cannot be underestimated.

Researchers say the majority of the event planning industry expects hybrid events to be more common in the future. As a matter of fact, 66% of events in 2022 were either virtual or hybrid. In other words, the virtual experience isn’t going anywhere, even if in-person events are back in action.

As an event planner, that means you need to know the ins and outs of virtual event production. With many moving parts, that’s easier said than done. 

So, let’s set the stage for your next online event. In this guide, we’ll walk you through everything you need to ensure your virtual attendees receive a seamless and amazing online experience.

What is virtual event production?

Audio and visual Backstage Equipment and Operator

Remember the basics about virtual events. Every person—whether they’re an attendee, speaker, or presenter—participates over the internet using event technology.

By live-streaming your content, virtual attendees can enjoy the digital event from the comfort of their homes rather than in person. They can participate in panel discussions, network with fellow attendees, and even ask keynote speakers questions all within a single virtual space.

Virtual event production refers to the audiovisual elements and event technology used to enable the virtual experience. These technologies, tools, and other components might include cameras, microphones, lights, or even backdrops. But no element is more important to an event producer than the virtual event platform.

Think of an event platform as the virtual venue for your online event or virtual conference. It’s not only where you host your live stream; it’s the platform where virtual attendees experience the entirety of your content.

Why is virtual event production important?

Event production directly impacts the attendee experience. If a live stream is laggy, jittery, or inaudible, it will negatively affect engagement. 

Likewise, poor video production can also upset and frustrate sponsors who’ve invested in the success of your event. For instance, if sponsored content isn’t audible it can reflect poorly on their brand. If issues aren’t rectified, this can sour relationships and lead to fewer opportunities moving forward.

Even worse, these combined difficulties make it more difficult to achieve event goals and generate a return on investment. Luckily, there is plenty you can do to ensure your online event goes off without a hitch.

Key considerations for producing a virtual event

Virtual event production is complicated. There are a lot of important factors to consider and even more that can go wrong. 

Here are a few things to keep in mind when planning and producing a virtual event:

  • Brevity: Attention spans are typically shorter on screen than they are in a physical setting. Consider shorter sessions during your event that will maintain engagement throughout, such as a brief panel discussion or lightning Q&A session. According to Markletic, 63% of people say the ideal length of a virtual roundtable is 60-90 minutes.
  • Dynamic production: Include multiple camera angles rather than one fixed broadcast in your live stream. Switching between each speaker at different angles can help maintain the attendee’s attention and liven up the show.
  • Real-time support during the event: If you’re new to virtual event production, consider gaining the support of technical experts to troubleshoot issues during the event.
  • Pre-recorded content: Creating recorded content can help you mitigate some of the difficulties of a live event and increase your production value. With pre-recorded content, you’re not limited to what you can do live. Plus, having something to cut to during an emergency buys your team time to sort out mistakes and make adjustments on the fly.
  • Run of show: Having a run of show is important. It helps you establish roles and responsibilities for your event production team and ensures that everything runs smoothly from start to finish.

How to prepare the production for your next virtual event

An amazing event won’t just produce itself. It takes a lot of coordination to execute successfully. That said, there are a few fundamental steps you and your speakers can take to better prepare your virtual event production:

Location, location, location

First off, think about where you want guests to shoot. Quiet places without distraction or interruption are best. Make sure you or your speaker are comfortable but don’t set up directly next to an AC unit or fan. The sound can distort the audio, negatively affecting the virtual experience.

Don’t pick a place that could distract an attendee from what you’re sharing. Think, “What environment will complement the conversation?”

Setting up the shot

Woman Recording video for virtual event

Once you have a location set, it’s time to frame the shot. This part is especially important—you don’t want your virtual attendees craning up or looking down instead of making direct eye contact. The camera lens should point directly at the speaker’s face.

Next, make sure you have headroom. It’s best if you move the camera so you only have a small space above the head. But don’t cut the speaker off at the neck—you want them to be centered, not too high or low on the screen.

Lighting

Light sources are essential to video production. Natural light is preferred, but as long as you are well-lit, you’ll be camera ready. Make sure light hits the right or left cheek, not directly in the speaker’s face or from behind.

Background

Some people choose a flat background such as a painting or wall, but it’s better to use layers of subtle touches to elevate the shot. Seat guests in front of a bookcase, or use a plant or flowers to add color—anything that best represents the topic of discussion.

Sound

Over two-thirds of event planners agree that microphones are critical to event success. Use a good pair of headphones with a microphone and make sure they’re fully charged. Consider using earbuds since they’re less noticeable on camera. Don’t forget to ask presenters to turn off cell phones before going live.

Equipment

Young Indian female uses headphones microphone record virtual event

For each of the categories above, it’s important that all speakers are well prepared. You can’t assume that all of your presenters have the right equipment at their homes, so make sure you send them a set of resources to use on the big day. Coordinate with your technology partner to identify the types of microphones, cameras, and lights your speakers will need. Don’t forget to give them all of the necessary instructions on how to use their equipment most effectively.

Getting started with the right virtual event partner

Even if you’re an experienced event planner, virtual event production is no walk in the park. As the biggest piece of the puzzle, it’s important to have an effective virtual event platform on your side.

Webex Events features easy-to-manage and seamless live streaming, as well as all the networking and engagement tools you need to wow your audience. And to make sure your event is a success, you can choose to work alongside our professional services team who help you at every stage of production.

So, ready to hit the stage? Request a demo of Webex Events today and take your production to the next level.