Virtual Event Producers: What They Do to Make Your Event A Success

There’s a reason we use maps for directions, consult instruction manuals, and go to the doctor for checkups. Sometimes we simply need the professionals. 

 What about when it comes to virtual events? Can you handle them on your own or do you need to call in the pros?

In this article we’ll break down what a virtual event producer can do to make your event a success. We’ll focus on what they can do when it comes to:

• Planning
• Offering Technical Expertise 
• Post Event Analysis

Some of us are natural-born planners while others are more of the “let’s throw something together and see what happens” mindset. 

But no matter which one you are, an event producer will make your event’s planning and development stage much more successful.  

How do they do it? By asking questions and checking details that you (yes even you obsessive planners out there) didn’t think to look into.

Choosing the right virtual event platform isn’t as straightforward as it might seem. There are a lot to choose from and not all are created equally. What’s the best one for you? 

A virtual event production company can help you narrow it down by knowing the right questions to ask. For example:

What size event capacity do you need?
What security features are essential to you?
What extra features such as whiteboards, breakout rooms, lighting filters, etc. do you need?
How important is the ease of use based on your target audience?
Do you need 15GB, 30GB, or unlimited cloud storage?

Collaborating with a professional allows you to answer questions you might not even think to ask. 

A virtual event producer brings expertise to match your needs, goals, and budget while supplying a virtual event platform that checks all the boxes. 

A virtual event producer can’t create your objectives and goals for the event. But what they can do is help you present your content in a way that has a lasting impact on your listeners.

Engagement Strategies 

An event production company will suggest and implement engagement strategies to avoid having a zoned-out audience (or even worse, a sleeping one). 

This might include live polls, Q&A sessions, networking opportunities, and gamification.

Key Speakers

Event production companies ensure any speakers you plan to use are game-day ready by: 

• • Sitting in on practice runs with guest speakers
  • Offering suggestions on how to keep participants involved
  • Answering any questions speakers may have about the platform and its features 
  • Checking that the tech side of each speaker and their content runs smoothly (more on this later)

Logistical Support 

Let the production company handle the ‘boring’ stuff, like scheduling, speaker coordination, and attendee registration, so that you can focus on more important matters. 

Incorporate Branding 

Production companies know how to make your event feel like you by tactfully incorporating your company’s flavor throughout the event with:

• • Logos
  • Colors
  • Fonts
  • Imagery

Nothing hurts event quality like tech issues. An event producer will help ensure the tech aspects of things run smoothly from start to finish, allowing you to focus on content delivery.

Tech prep starts way before event day. By preparing in advance, you tackle potential problems before they come up. 

Equipment Setup

Don’t let the wrong equipment (cameras, microphones, lighting, etc.) be the downfall of your event. 

Production companies know which set up you need based on your event goals. Take advantage of their knowledge and let them walk you through how to use the audiovisual equipment that’s best for you.

Testing and Troubleshooting

By conducting pre-event testing to identify and resolve any technical issues, event production companies set you up for a seamless live stream.

No matter how well you prepare, unfortunately unexpected technical challenges will always pop up. 

Thankfully when it comes to tech issues, event production companies have seen it all and are ready to tackle them as they come up. 

Real-time Assistance

They provide real-time assistance to presenters and attendees, addressing technical questions, troubleshooting issues, and offering guidance on which event platform to use.

This assistance might include:

• • Helping attendees connect to the meeting
  • Handling a disruptive attendee
  • Ensuring breakout rooms are running smoothly 
  • Managing presentations, charts, videos, or anything else you plan to share during the event

Language Interpretation

Increase your reach by connecting with an audience across multiple languages. Event production companies often offer on-demand interpretation. How do they do it?

Separate audio channels are set up for each interpreter. Attendees can then select the audio channel they want to join based on the language of their choice. 

Streaming Configuration

Event producers know the ins and outs of creating a seamless streaming experience. 

From managing streaming settings and bandwidth requirements to understanding the various devices and browsers that attendees will use, they know how to ensure smooth streaming on event day.

Swift Issue Resolution 

Event producers have the expertise to quickly troubleshoot and resolve technical issues, minimizing disruptions and ensuring a seamless experience for participants.

A key feature of issue resolution is the “live chat.” Event producers create this chat as a means for all audience members to send questions or issues they have during the event. 

Instead of being sent to all attendees (and distracting everyone), questions are sent directly to a production company team member that can provide real-time assistance. 

By leveraging their technical expertise and resources, virtual event producers ensure your event’s technical setup delivers a flawless virtual experience for your audience.

What if something goes seriously wrong?

No need to fear. Event production companies are prepared for the worst
with backup internet connections and alternative streaming options,
ensuring not one sentence of your event is lost due to tech problems.

Now that you’ve had a successful event it’s almost time to sit back and relax. There are just a few final steps left to take.

An event production company can help you wrap up this event and be prepared for the next one by:

• Sharing the event recording with those unable to attend 
• Setting up a platform for attendees to network and share thoughts about the event, ensuring the impact will carry past event day
• Handling post-event evaluations, including gathering feedback from attendees 
• Asking questions to find areas for improvement

What was the audience engagement level?
Which engagement strategies seemed to work best?
What (if any) tech issues did you run into and how were they handled? 

Just because you hosted a killer event doesn’t mean there aren’t ways to improve. Let the experts guide you through a post-event analysis to find out how to make your next event even better.

With over 15 years of experience in the virtual event space, our team here at Virtual Velocity is prepped and ready to make your event a success. 

Don’t worry, we aren’t here to take over. After all, this is YOUR event, and we want you to feel in control from beginning to end. However, collaborating with a professional event producer can bring some major advantages, from the planning stage through to the post-event analysis.

Ready to see what else we bring to the table? Sit down and chat with us today.