Eric MoralesBest practices for virtual events are way beyond picking the right platform or creating an agenda. Many organizations still find it challenging to turn passive listeners into active participants, even with the rise in online events. My experience shows that teams often underestimate what really involves people in the digital world.
Most guides cover simple logistics, but virtual events need a broadcast-quality approach. Quality digital event production combines powerful video content, audience involvement strategies, and performance tracking. Having produced hundreds of virtual events, I’ve noticed that exceptional online experiences often depend on overlooked details.
In this piece, I’ll share rarely discussed lessons from my journey. These insights cover everything from results-focused strategies to preventing audience burnout. My firsthand experience as a professional has taught me these valuable lessons. I’m Eric Morales, and I’m ready to reveal the untold secrets that make virtual events work.
The real difference between hosting and producing a virtual event
Many organizations simply host virtual events when they should be producing them. A key difference separates forgettable online gatherings from memorable digital experiences. Your virtual event becomes a broadcast-worthy experience that fascinates audiences when you focus on production rather than just setting up a platform and managing logistics.
Why production mindset matters
A production mindset completely changes how you approach virtual events. Professional producers treat these events as unique broadcast opportunities rather than viewing them as inferior alternatives to in-person gatherings. Digital events with high production value provide superior functionality that scales to both bandwidth and screen size [1]. They include advanced features like:
- Fully branded, secure, embeddable players
- Interactive elements (polling, Q&A, live chat)
- Smooth integration of pre-recorded and live elements
- Broadcast-quality graphics and transitions
Production raises your event beyond simple webcasting. A virtual event producer’s role includes building production timelines, developing detailed run-of-show documents, coordinating technical teams, and delivering branded, broadcast-level programming [2]. This approach creates experiences designed specifically for digital consumption rather than just replicating physical events online.
How most teams overlook this change
Creating compelling virtual experiences requires more effort than most organizations realize. Teams often think virtual events are easier to organize than physical ones since they don’t need venues, catering, or security [3]. Getting participants to stay involved can be just as challenging as physical events.
Virtual event timelines work differently from live events. Teams need to finalize content weeks ahead instead of days before the event [4]. Professional production value demands content that’s concise, polished, and quickly captures the audience’s interest [1].
Poor technical preparation remains a critical oversight. Organizers often skip thorough software testing and proper rehearsals [3]. Preventable technical issues have derailed countless events that proper testing would have caught. Even seasoned presenters need coaching on virtual platforms and presentation techniques specific to digital environments [4].
A production-focused approach recognizes virtual events need different design principles from the start. This mindset helps you craft experiences that leverage digital formats’ unique advantages instead of trying to recreate physical events. You can extend your content’s shelf life, measure engagement metrics, and expand your brand’s reach beyond geographic limits [1].
Planning beyond the basics: What pros actually do
Professional event producers see planning differently than beginners. My career in virtual event production has taught me that success comes from strategic thinking more than checking off lists. Let me share what makes professional production stand out from amateur planning.
Start with the end goal, not the agenda
Expert producers don’t jump straight into creating an agenda—they first get clear about what the event needs to deliver. Studies show that clear event objectives guide every planning decision you make afterward, from format choices to promotional strategies. Your objectives become the compass that points the way for all event planning work.
My first question to clients is always: “What measurable change do you want to see after this event?” This helps us focus on real results instead of just running a program. To name just one example, instead of wanting to “host a conference,” a better goal would be “generate 100 qualified leads” or “increase product understanding by 30%.”
Professional producers arrange event goals with business targets and break larger goals into smaller, measurable steps throughout the event lifecycle.
Design for engagement, not just attendance
Numbers alone tell half the story. Top producers create events for active participation rather than passive watching. Attendee engagement makes virtual events successful, especially when you have many distractions fighting for attention.
This needs careful planning of:
- Interactive elements (polls, Q&A sessions, breakout rooms)
- Well-laid-out agendas with varied content
- Regular breaks to prevent screen fatigue
- Content quality over quantity to avoid information overload
Research shows that virtual events need great content more than appealing destinations or networking opportunities that usually attract people to in-person events.
Build a flexible run of show
A detailed run of show forms the backbone of successful virtual events. Unlike simple agendas, a professional run of show tracks everything down to the minute—including transitions, cues, camera angles, and technical specifications.
My production experience shows that complete run of shows help teams in multiple ways. Creative teams can build assets, production crews get equipment specifications, and marketing teams learn about promotion opportunities. On top of that, they keep the audience at the center of the experience.
The best run of shows mix things up—combining live presentations with pre-recorded content, polls, and interactive elements to keep the audience interested. They also include backup plans for technical problems, so producers can rearrange elements without disrupting the whole program.
Execution secrets from behind the scenes
A well-arranged production process makes virtual events shine. Your event’s success depends on how well you execute it, no matter how good your planning is. My experience with hundreds of events shows that smooth execution comes from specific backstage practices that most organizers miss.
Why rehearsals are non-negotiable
Rehearsals do more than just let people practice – they prevent problems. Event production experts say you should schedule full rehearsals at least 24 hours before going live [5]. These sessions help test equipment, spot issues, and make sure speakers know how to work the technology.
Rehearsals also keep everyone accountable. Many speakers show up on event day with different equipment or from new locations they never tested in rehearsal. This creates panic for production teams at the last minute [6]. A good rehearsal sets clear expectations and tells everyone what they need to do.
How to use backstage tools effectively
Professional producers use strong backstage communication tools that most virtual platforms provide. Your production team can coordinate through private chat channels without the audience knowing [7]. Speakers can get discrete alerts during their talks if urgent issues come up.
Your producer’s toolkit should include polling, Q&A management, and virtual whiteboards to tackle engagement challenges. These features help keep the audience focused, especially since people’s attention spans average just eight seconds [8].
Managing speaker energy and timing
Virtual talks need different energy than in-person events. I tell speakers to boost their energy for the screen. This might mean having an extra coffee beforehand or doing some exercises [9]. Speakers should also keep their cameras at eye level and sit up straight throughout.
Timing becomes crucial in virtual events. Online presentations must pack a punch and stay brief. Help presenters speak clearly at a good pace and pause to highlight important points [10].
Live troubleshooting tips from experience
Technical problems will happen, so professional producers get ready for them. You need a dedicated tech support team to help participants [11]. Always have backup plans ready – from extra internet connections to spare devices [12].
Here are quick fixes for common issues:
- Audio problems: Keep spare headsets handy
- Video issues: Know when to turn cameras off/on or reconnect
- Platform crashes: Set up backup meeting links on other platforms [12]
In the end, staying calm when unexpected issues pop up will make your virtual event stand out from amateur ones.
Post-event moves that separate amateurs from pros
Your virtual event’s real value starts after it ends. My experience producing virtual events shows that what sets professionals apart from beginners happens after attendees log off.
Repurposing content for long-term value
Professional producers see their events as content engines rather than one-time broadcasts. Content repurposing plans should be ready before the event starts. Statistics show that repurposed event content lives longer and gets more leads while maximizing ROI [13]. In fact, 90% of businesses now use content marketing tactics like blogging to tap into their event investments [13].
The most effective repurposing strategies include:
- Converting sessions into blog posts and articles
- Creating highlight reels for social promotion
- Developing session-specific podcasts (with 546 million podcast listeners worldwide) [13]
- Turning presentations into downloadable resources
Using engagement data to refine future events
Beginners collect data but rarely analyze it well. This wastes a great chance since attendance metrics tell only part of the story. Professional producers look at which sessions got the most engagement, what questions audiences asked, and overall satisfaction rates [14].
This data shapes future event strategies by showing content priorities and engagement patterns. We used post-event surveys to gather feedback. Adding incentives boosted response rates by offering value in exchange for learning about attendee experiences [15].
Personalized follow-ups that actually convert
The real difference lies in follow-up quality. Studies show that each day you delay follow-up after an event drops engagement by about 20% [16]. B2B buyers interact with over seven content pieces before they contact sales [17].
My production process includes segmenting attendees based on their event behavior and interests before creating targeted follow-ups [15]. This personal touch turns generic “thanks for attending” messages into strategic touchpoints that guide leads through your funnel.
The post-event phase isn’t just an extra step—it’s where virtual event best practices deliver real business results.
Virtual events need the same strategic approach as broadcast productions. This piece reveals techniques that revolutionize ordinary online gatherings into exceptional digital experiences.
Many organizations see virtual events as simple alternatives to in-person gatherings. This mindset ended up limiting their potential effect. Professional producers know success starts with clear objectives, runs on well-thought-out engagement strategies, and reaches way beyond the live broadcast.
A production mindset changes everything. You’ll create memorable experiences designed for digital consumption instead of just hosting meetings. Your approach needs proper rehearsals, smart use of backstage tools, and close attention to speaker energy. These details set professional productions apart from amateur efforts.
The event’s value doesn’t stop when attendees log off. Your created content becomes a valuable asset that keeps delivering returns after the live experience ends. The data you collect gives an explanation to improve future events and build stronger audience connections.
My experience with hundreds of virtual events shows that overlooked details separate forgettable online meetings from standout digital experiences. Apply these insights to your next virtual event and watch your results improve quickly. Your audiences will thank you, and your organization will benefit from truly effective virtual engagement.
References
[1] – https://www.forbes.com/councils/forbesagencycouncil/2021/08/13/5-basic-tenets-of-producing-virtual-events/
[2] – https://www.lailiveevents.com/blog/virtual-event-production-vs-platform-whats-difference
[3] – https://www.forbes.com/sites/forbesbusinesscouncil/2021/01/11/setting-up-a-virtual-event-15-common-mistakes-to-avoid/?sh=5298d3b239e8
[4] – https://bluewatertech.com/producing-a-virtual-event-four-crucial-truths/
[5] – https://community.zoom.com/t5/Zoom-Meetings/Best-Practices-for-Hosting-a-Successful-Virtual-Event-on-Zoom/td-p/224005
[6] – https://helloendless.com/virtual-event-rehearsals/
[7] – https://help.goldcast.io/en_US/running-an-event/26326786339227-guide-to-using-backstage-chat
[8] – https://help.zoho.com/portal/vi/community/topic/spotlight-26-host-interactive-virtual-sessions-with-backstage-onair
[9] – https://weandgoliath.com/virtual-event-speaker-training/
[10] – https://enterprisersproject.com/article/2020/10/virtual-events-10-best-practices-speakers
[11] – https://www.virtualdays.com/overcoming-technical-challenges-in-virtual-events/
[12] –https://www.forbes.com/councils/forbescoachescouncil/2024/11/25/how-to-recover-from-technical-difficulties-during-virtual-events/
[13] – https://www.airmeet.com/hub/blog/22-new-ideas-to-repurpose-webinar-content-maximize-roi/
[14] – https://www.zuddl.com/blog/9-proven-strategies-to-increase-engagement-during-virtual-events
[15] – https://info.6connex.com/blog/mastering-virtual-event-strategy-tips-and-tools-from-a-leading-event-technology-provider
[16] – https://splashthat.com/resources/event-marketing-guide/post-event-engagement-strategies
[17] – https://www.swapcard.com/blog/complete-guide-repurposing-event-content
John Stephenson
