What to Look for When Selecting a Virtual Event Producer for Your Project
In online events and digital productions, virtual producers play an essential role. Organizations rely on them to manage the technical and logistical elements of virtual conferences, webinars, training sessions, and other events, ensuring that everything runs smoothly and professionally.
A virtual event producer is a professional who manages the behind-the-scenes elements of an online event, coordinating technology, timing, and participant engagement to create a seamless virtual experience.
A virtual producer not only ensures that the event runs smoothly but also plays a key role in enhancing the overall experience for both presenters and attendees.
Choosing the right virtual producer for your project is critical to its success. The right professional will bring technical expertise, organizational skills, and a deep understanding of virtual event dynamics, all of which are essential for delivering a seamless and engaging experience.
Get our FREE eBook Download:
Virtual Producers Playbook 
- Technical Expertise and Proficiency
One of the most important qualities to look for in a virtual producer is technical expertise. Virtual producers are responsible for managing the technical aspects of an event, including setting up the virtual platform, managing audio and video feeds, ensuring a stable internet connection, and troubleshooting any technical issues that may arise during the event.
When selecting a virtual producer, it’s important to assess their proficiency with various online event platforms and tools. They should be familiar with the specific platform you plan to use, whether Zoom, Microsoft Teams, Webex, or a specialized event platform.
In addition to platform knowledge, a virtual producer should have a strong background in managing live streams, audio-visual equipment, and networking. Their ability to quickly resolve technical issues is crucial for maintaining a smooth and professional event. Ask potential candidates about their experience with different platforms, the types of events they have produced, and any technical certifications or training they have completed.
- Experience with Similar Events
Experience is another critical factor to consider when selecting a virtual producer. While technical expertise is essential, it’s also important that the virtual event producer has experience with the type of event you are planning. Different types of events - such as webinars, virtual conferences, training sessions, or product launches - each have unique requirements and challenges.
When evaluating candidates, ask about their experience with events similar to yours. For example, if you’re planning a large-scale virtual conference with multiple sessions and breakout rooms, you’ll want a virtual producer who has successfully managed similar events in the past. They should be able to demonstrate their ability to handle the complexities of multi-session events, coordinate with multiple speakers, and manage the flow of content and audience engagement.
If your event has specific technical or logistical requirements, such as integrating simultaneous interpretation, supporting international time zones, or managing interactive features like live polling or Q&A, ensure that the virtual producer has experience in these areas as well. Their experience will give you confidence that they can handle the unique demands of your event.
- Strong Organizational Skills
Virtual events can be complex, with many moving parts that need to be coordinated seamlessly. A virtual producer must have strong organizational skills to manage these details effectively. This includes creating detailed event plans, coordinating with speakers and presenters, scheduling rehearsals, and ensuring that all aspects of the event are aligned and on schedule.
When interviewing potential virtual producers, ask them to describe their process for planning and executing an event. They should be able to outline how they approach project management, from the initial planning stages to post-event wrap-up. Look for evidence of their ability to manage multiple tasks simultaneously, stay organized under pressure, and keep all stakeholders informed throughout the process.
Strong organizational skills also extend to time management. A virtual event producer must be adept at managing the event schedule, ensuring that sessions start and end on time, and making adjustments as needed to keep the event on track. Their ability to handle the logistics of the event efficiently will directly impact its success.
- Effective Communication and Collaboration
Communication is a key component of any successful event, and virtual events are no exception. A virtual producer must be an effective communicator, capable of working closely with event organizers, speakers, technical teams, and attendees. They need to ensure that everyone involved in the event is on the same page and that any issues are addressed promptly.
Look for a virtual producer who has strong interpersonal skills and can communicate clearly and professionally. They should be able to provide regular updates on the event’s progress, offer guidance and support to presenters, and manage any questions or concerns from attendees.
Collaboration is also crucial. Virtual producers often work as part of a larger team, coordinating with marketing, IT, and event planning teams to ensure that all aspects of the event are aligned. Their ability to collaborate effectively with others and build strong working relationships will contribute to a smoother and more successful event.
- Problem-Solving Skills and Adaptability
Even with meticulous planning, unexpected challenges can arise during a virtual event. Whether it’s a technical glitch, a presenter running over time, or an issue with audience engagement, the virtual producer needs to be able to think on their feet and resolve problems quickly.
When selecting a virtual producer, ask about their problem-solving approach and how they handle unexpected situations. They should be able to provide examples of how they have managed issues in previous events and the strategies they use to prevent minor problems from becoming major disruptions.
Adaptability is also important. Virtual events can be unpredictable, and the ability to adapt to changing circumstances is essential for a virtual producer. Whether it’s adjusting the schedule on the fly, finding a workaround for a technical issue, or responding to last-minute changes from a presenter, a good virtual producer remains calm and composed, ensuring that the event continues smoothly.
- Understanding of Audience Engagement
Engagement is a key factor in the success of any virtual event. A virtual producer plays a crucial role in enhancing audience engagement by leveraging the interactive features of the event platform and creating an environment that encourages participation.
Look for a virtual producer who understands the importance of audience engagement and has experience using tools such as live polls, chat functions, breakout rooms, and Q&A sessions. They should be able to suggest strategies for keeping the audience engaged throughout the event and know how to use analytics to monitor engagement levels in real-time.
Their expertise in this area will help create a more dynamic and interactive event, leading to higher satisfaction and better outcomes for both the organizers and the attendees.
Conclusion
Choosing the right virtual event producer is critical to the success of your online event. By looking for technical expertise, relevant experience, strong organizational and communication skills, problem-solving abilities, attention to detail, and a focus on audience engagement, you can ensure that you select a professional who will help you deliver a seamless and impactful event.
A good virtual producer not only manages the technical and logistical aspects of the event but also enhances the overall experience for everyone involved. By taking the time to carefully evaluate candidates and select the right virtual producer for your project, you can set the stage for a successful and memorable event.