Virtual Event Production Tips to Engage Your Attendees

Think of virtual event production like making a film: half artistic vision, half logistical planning to create an engaging story on the screen. From event design to staging arrangements, production is just as crucial at virtual events as it is for in-person ones (and maybe even more so: you’ll need to work extra hard to engage remote attendees!)

In our guide, you’ll discover key strategies for making your virtual event production a success – from creative tricks to technical tips. 

Key takeaways

• Virtual and hybrid events are on the rise, combining the intimacy of in-person gatherings with the broader accessibility of online events 

• When choosing the right virtual event platform, focus on a user-friendly interface, customization and branding, and insightful post-event analytics

• Successful virtual event production relies on meticulous pre-event planning, adept technical support, and exciting audience engagement techniques

The rise of virtual and hybrid events

Did you know that market analysts are expecting the virtual events industry to grow by 19.5% between 2024 and 2032? Virtual events — and their hybrid counterparts — are on the rise, and it’s easy to see why. 

Hosting events online can be an exciting way to: 

• Increase accessibility: Virtual events can be accessed from home, meaning guests who would otherwise not be able to attend can enjoy the event, maximizing your event’s inclusivity (in fact, our Event Trends Report 2023 found that 50% of attendees like virtual events because they can get involved without having to go anywhere).

• Widen your reach: Since they can be attended by anyone across the world, virtual events can expand your audience and bring your community together in new ways. 

• Boost engagement: Did you know that 47% of people are more likely to ask a question at a virtual event than an in-person one? In other words: virtual events can be a great way to amp up audience participation. 

• Minimize costs: As they don’t require a physical event space (or any associated costs, like catering), going virtual can be a cost-effective option for event organizers. 

Put simply, virtual and hybrid events can be a great way to build an exciting, diverse, and accessible events program for your attendees. 

Choosing the right virtual event platform

Whether you’re opting for Zoom or YouTube, choosing the right virtual event platform is key to your production. The one you choose will likely depend on the features you need—for instance, hosting a virtual conference is likely to require audience Q&A features, while customization tools might be helpful when live streaming a branded event.

Take a look at some key considerations when choosing the right platform for your virtual event below. 

User-friendly interface

The biggest consideration of all: is the platform easy to navigate? A well-designed user interface (UI) — and a positive user experience (UX) — is key to giving all attendees an engaging experience. This might be making sure that the experience of accessing the event is straightforward, or that the Q&A box is intuitive and easy to find on all devices. 

To make sure that your participants will be able to navigate your virtual event smoothly, you might want to stage technical run-throughs of the platform with your team beforehand (if certain features are a little harder to get to grips with, you might choose to have a team member on hand during the event to answer queries or resolve problems your guests may have). 

Customization and branding

Just as with in-person events, branding is an integral part of virtual ones too. In a virtual setting, as attendees won’t be interacting with your brand in person, it’s even more important to create a cohesive brand identity — through logos, colors, taglines, visual styles, and themes. 

Like your attendees would encounter your branding at various touchpoints throughout an in-person event, it’s a good idea to translate this to your virtual world. 

To do this, make sure to check out your virtual event platform’s customization features. Can you use custom designs and logos at key touchpoints — such as on event invitations, agendas, or holding slides? Can you customize color schemes or fonts? 

It’s also worth noting that the ability to customize certain parts of your virtual event will allow you more flexibility with sponsors, too: it provides them with more opportunities to showcase their brand to your audience. 

Post-event analytics

Does your platform have post-event analytics and reporting features? Analyzing your event afterward can be the most valuable source of information for your future events: it allows you to see where your event production went well, and where it could be improved. 

A good virtual event platform should be able to give you insights on your attendee demographics, session attendance, engagement levels – all super-valuable for ascertaining how well you hit your SMART goals and Key Performance Indicators (KPIs). 

If you’re crafting your next conference agenda, for instance, you’ll find it useful to know which virtual sessions and keynote speaker panels were the best attended — so you can book more talks on those topics next time. 

Using this info (coupled with post-event surveys!) can be a great way to create an event your attendees are really excited about. And that’s not all: you’ll increase your chances of selling more tickets — and boost your Return on Investment (ROI).  

Essential elements of virtual event production

Where in-person production involves a mix of things — lighting, equipment, catering, venue decor — virtual event production is more limited in scope. It’s about producing a great event on the screen. 

It’s helpful to split virtual production into two categories: there’s what happens on screen (such as backdrops or seating arrangements) — and what happens off screen (such as setting up AV equipment, like cameras, microphones, and lights). 

From audience engagement techniques to tech setup, discover the three key elements of all virtual event production below. 

1. Pre-event planning

Whether you’re hosting a virtual career fair or a digital networking event, planning ahead is crucial. Virtual event planning, however, looks a little different from in-person event planning. 

As with all event plans, you’ll need to set goals and define your target audience. But, for a virtual event, you will also need to consider:

• Platform: such as Zoom, YouTube, or Facebook Live, as well as any additional software or tools

• Tech required: for example, cameras, microphones and lighting

• Format: such as a webinar or livestream, and a virtual or hybrid setup (your pre-event survey can help you to assess your audience’s preferences) 

• Virtual event marketing strategy: such as social media and email campaigns, or influencer partnerships (note that your platform of choice may also have built-in marketing tools)

• Design: how you will communicate your event brand or concept in a virtual setting — this might include customized digital invitations, or branded backdrops 

2. Technical support and equipment

Tech support and reliable equipment are key for virtual events. It’s a good idea to invest in a professional production setup — including a skilled AV production team — and make sure you have stable wifi connectivity, and ensure a super high-quality experience for your audience. 

To produce your virtual event, you’ll likely need the following tech and equipment:

• Cameras: For high-quality video, look for a camera with a resolution of at least 1080p. The camera should point directly at the speaker or performer – for example, a virtual music concert should show all musicians, instruments, and backdrops clearly. If you’re hosting a particularly high-budget livestream, you may want to consider using multiple cameras to keep attendees engaged with different dynamic angles. 

• Background: How can your background complement the concept of the event? If you’re livestreaming a Q&A from a studio, for instance, you might choose to organize a visually appealing backdrop — think branded banners, themed posters, or plants. Make sure that your backdrop is not too cluttered or distracting so that your audience focuses on the talk.

• Lighting: Make sure your guest speakers are well-lit with natural lighting wherever possible, so all faces are clearly visible to the audience (and ensure you test this in your tech run-through beforehand).

• Sound: Make sure each guest has a good-quality microphone they can use — and that they can hear the other speakers, the interviewee, or the audience members in an interactive setting, like a virtual workshop (they might choose to wear headphones or earbuds as a more discreet option). Small rooms with carpet or furniture can also help to absorb echo and improve sound quality. The key thing for seamless sound? No distracting message notifications — so make sure to ask guests to put their mobile devices on silent when the camera’s rolling. 

Remember: if they’re recording from home, your guest speakers might not necessarily have high-quality equipment (like cameras or microphones), so it’s a good idea to do a tech check-in ahead of time. You might then choose to send your talent the right tech and train them on it before the event. 

3. Audience engagement techniques

The third ingredient for virtual event success: maximizing your audience’s engagement. The best way to do this is to ask one question: what will help your attendees get the most out of your event? 

Whether it’s networking breakout rooms on Zoom, or the opportunity to ask your guest speaker questions, your audience is the best starting point for diving into engagement techniques. 

You might want to consider:

• Live conversation: This can be a great way to get audience members mingling on camera, and works particularly well for networking sessions or workshops; it’s effective because it replicates the intimacy of an in-person event.

• Chat box: For virtual settings where attendees may want to ask questions — such as workshops, webinars, or Q&As — platforms with a chat function can be a great way to boost audience participation in an active way. 

• Breakout rooms: In a large virtual setting, such as a conference, it might be helpful to split attendees into smaller groups to facilitate conversation. Many platforms have breakout rooms, where attendees can be grouped together for smaller sessions. 

• React function: Many platforms have a ‘react’ function, where attendees can react to different parts of a virtual conversation with an emoji, such as a heart or thumbs up. This can be a low-pressure way to encourage audience engagement and gauge reactions during the event in real-time. 

• Digital party favors: Why not go one step further to delight your audience and offer them digital party favors after the event? This might include digital gifts such as discount codes to shop your products and services (or your sponsors’ products), eBooks, digital pamphlets, or playlists accessed via QR codes. 

Best practices for virtual event production

Whether you’re creating a unique hybrid event for your audience or mixing up live and pre-recorded content, there are a number of best practices to take your virtual event production up a notch. 

Hybrid events: balancing in-person and online experiences

Not sure whether to go fully virtual? A hybrid event may be your best option — allowing you to offer your event to both in-person and online audiences. From consistent branding to interactive elements, a hybrid event platform should allow you to provide a cohesive experience for both sets of attendees. Take a look at some tips on how to do this below:

• Engagement opportunities: To create an effective hybrid event, make sure to extend opportunities at the event to both remote and in-person attendees where possible. For instance, if there is a Q&A session, make sure both in-person and online audience are given the opportunity to ask questions. 

• Design: Make sure the visual elements of your event work well across virtual and in-person settings. For instance, in the venue you may have branded banners and signage; you might translate this to a virtual setting in the form of logos and branded holding slides on screen. 

• Community: After the event, you might choose to blend your online and offline audiences by forming an online group where attendees can connect with each other. 

Coordinating live and pre-recorded content

Some virtual events work best as live content (like music livestreams) or pre-recorded content (like on-demand virtual lectures). But some will require a mix of both: this is likely to work best when you’re working with multiple elements, such as guest talks or introductions, different performances, and pre-recorded video.

For instance, events where there are likely to be learning aids or extra resources — such as conferences, presentations, or training workshops — might work best with a mixed format. It’s worth noting that recordings also work well with live events: you might want to record a live session for attendees to play back afterward — extending the event to audiences in different time zones. 

For a mix of live and pre-recorded content, make sure to keep transitions between the two as seamless as possible. To do this, maintain high-quality video and audio in both segments and schedule pre-recorded content ahead of time to avoid unnecessary delays. 

Managing remote presenters

Unlike an in-person setup, working with speakers remotely often means they’ll be in charge of operating their own tech and interacting with the audience. This means it’s essential to liaise with them beforehand to set the tech up, brief them on the event, and conduct walkthroughs. 

Make sure to do the following to ensure your event runs as smoothly as possible: 

• Briefing meeting: This is the most important element. Make sure all speakers are fully up to date on your event’s format, goals, and run time — and allow time for them to ask any questions. 

• Conduct a practice run: Make sure to schedule a technical run-through with your speaker beforehand so they can get accustomed to any new technology they’ll be using, and so you can test a number of things, such as audio quality and wifi connectivity. You’ll also need to run through the software, and any tools like audience interactivity features. 

• Hire moderators: Moderators play a key role in virtual events by managing interactions such as event chats, Q&A sessions, and panel discussions, thereby supporting remote presenters. You might choose to hire a moderator — or to do it yourself — to alleviate pressure on your speaker. 

Partnering with a production company

If you’re hosting a particularly large or complex virtual event — such as a large conference, or live music event — you might want to consider partnering with a production company. 

A good virtual event production company can help you streamline your production by sourcing AV equipment and conducting run-throughs for you. This can simplify the planning process, allowing you to focus on other elements of your event aside from production: such as liaising with speakers or developing sponsor outreach strategies. 

Creating your own engaging virtual event

There are many ways to get creative with your virtual or hybrid event. Take a look at some examples from Eventbrite organizers to gather some exciting virtual event ideas: 

CraftJam

CraftJam — a social crafting studio in New York — went virtual during the COVID-19 pandemic. Craft workshops often rely on two things: human connection and hands-on demonstration. CEO Nora Abousteit realized it might be difficult to translate those things into a virtual setting. 

“Teaching IRL [in real life] is about demonstrating with your hands specific crafts,” Abousteit explained. She quickly realized she would need two cameras to produce her virtual workshops: one to include her face, so her audience could feel connected to her, and one to focus on her hands, to better showcase specific craft techniques. 

Tip: Connection is key to virtual events. Make sure to consider what connection your audience would most like from your event — whether that’s human connection or the demonstration of a specific skill — and fold this into your production process.

North-West Biotech Initiative

When planning their Inclusion in STEMM hybrid conference, the North-West Biotech Initiative prioritized appealing to the shorter attention spans of online attendees. They kept all of their conference sessions to under 30 minutes and built regular networking breaks into the schedule. Keeping with their event’s focus, they also offered closed captions over Zoom for inclusivity. 

Tip: Attention spans can be shorter for virtual events. Make sure to take this into account when producing your event — whether that’s eliminating visual backdrop distractions or setting an agenda with built-in breaks. 

Daybreaker

Daybreaker — a hybrid dance party — is all about thinking outside the box. At Daybreaker, online attendees get dressed up in the theme of the week, participate in a body-moving group activity, then dance “together” to a DJ via an interactive Zoom chat. 

Just like a real-life dance party, you’ll find vibrant illustrations and real-time engagement with other dancers. For founder Radha Agrawal, the production process was vital to make sure that the visuals and audio were just as effective virtually as they would be in person: this meant days of sound checks, hiring hi-fi audio equipment, and choosing a platform that allowed guests to mingle — just as they would on any IRL dancefloor. 

Tip: Sensory elements — like audio and visuals — are a huge part of any in-person experience, so why not replicate them online? During your production process, get creative to replicate the intimacy and sensory experience of IRL events. 

Whether you’re creating branded holding slides before a virtual Q&A or providing a space for attendees to mingle at a livestreamed dance party, virtual and hybrid events can be a great way to facilitate meaningful connections with your online audience. 

From thoughtful design details to technical equipment selection, virtual event production is key to delighting your attendees in a virtual setting — and crafting a flawless online event.  

Frequently Asked Questions

What are the essential components of a virtual event platform?

A virtual event platform should have several features to set you up for success — for example: video livestreaming functions, an easy-to-use user interface, customization options, and post-event analytics and reporting capabilities.

How can virtual event production enhance audience engagement?

Virtual event production can enhance audience engagement in several ways. Firstly, production techniques such as lighting, camera placement and audio equipment can go a long way to immersing your online audience in the world of the event — as can consistent event branding and design details. 

Virtual event production will also involve choosing a platform to use, so make sure you opt for one that will facilitate audience engagement via live chat tools or interactive features. 

What are some best practices for hybrid event production?

In the realm of hybrid event production, ensuring that attendees participating both on-site and virtually receive a cohesive experience is crucial. To do this, make sure you extend the same opportunities to online audiences as you do in-person ones — such as Q&A or networking opportunities — and remember to remain consistent with branding in both virtual and in-person settings.