You've been handed the virtual event. Not just promoting it…producing it. Suddenly you're responsible for speaker tech checks, engagement tools, broadcast-quality transitions, and a run of show you've never heard of. Welcome to virtual event production.
Virtual events aren't going anywhere. Marketers are now expected to run webinars, seminars, virtual conferences, and all-hands meetings that look polished, professional, and technically reliable. The challenge is many mid-level marketers are suddenly now also responsible for executing or producing these experiences.
Running a real virtual event with engagement, branding, seamless transitions, and multiple speakers is much closer to producing a live show than joining a meeting.
Two assumptions this article makes about your project and your marketing experience:
- You already have your goals, success metrics, and audience clearly defined. This post is not about strategy or campaign positioning.
- You know how to promote events: email, social, registration pages, content frameworks, and timelines. We're not retracing marketing fundamentals.
This blog post focuses entirely on what first-time producers truly struggle with: the technical, operational, and execution side of virtual conference planning and webinar production. If you've been asked to "make sure the virtual event goes smoothly," this is your blueprint.
Build a Realistic Event Timeline (Work Backwards or Regret It Later)
The biggest shock for marketers who find themselves as first-time virtual event producers isn't the technology. It's the timeline. Virtual events feel deceptively simple on the surface (no venue, no catering, no travel), but moving parts pile up quickly once you get into production.
We recommend you work backwards from your live date. Start by identifying when your event needs to be fully locked: content, assets, slides, graphics, speaker confirmations, and technical setup. Once you understand that point, build your timeline in reverse.
Most virtual events need six to eight weeks. You can pull one together faster, but expect higher risk, especially with external speakers or approval processes. Around eight weeks out, finalize your platform. Four weeks out, confirm and brief speakers. Two weeks out, lock content so you have time to build layouts, upload presentations, create lower thirds, and prepare any pre-recorded segments.
Here's what nobody tells you: speakers think they'll "just wing it." Stakeholders assume technology is plug-and-play. And someone always believes that reviewing slides the morning of the event is "fine." It isn't. You'll need at least one full rehearsal, preferably two. Schedule them early enough that speakers can adjust their content or equipment if anything goes wrong.
A realistic timeline isn't paperwork; it's the only thing standing between you and last-minute panic. Learn more about working backwards from project deadlines.
Choose the Right Virtual Event Platform
This is where a lot of first-timers stumble. They assume Zoom or Teams can do the job because "we already have it" or "everyone knows how to use it." But when you're planning a virtual conference or multi-speaker webinar with real audience engagement, these tools fall short fast.
A proper event platform does three things: makes your event look professional, gives you control over the audience and speakers, and creates engagement without forcing people to work for it.
Prioritize these stress-reducing features:
- A real backstage area where producers and speakers can talk, test audio, and coordinate without being visible to the audience
- Consistent branding and layout control so your event doesn't look like a screen-share free-for-all
- Engagement tools: polls, Q&A, chat, reactions, maybe even breakout rooms
- Broadcast-quality video (nothing kills credibility faster than glitchy transitions)
- Multi-session capabilities and strong analytics for larger events
A modern platform like Ten Events Pro exists for a reason. Tools built for everyday meetings aren't enough for experiences meant to influence customers, educate professionals, or keep a global workforce aligned.
Create a Solid Run of Show (Your Entire Event Depends on It)
The run of show (ROS) may be the most overlooked document in virtual event planning, yet it determines whether your live experience feels smooth or chaotic.
Think of it as a minute-by-minute script for your virtual event: transitions, speaker handoffs, polls, video roll-ins, Q&A blocks, all mapped out in detail. If you've ever watched a broadcast news program or tightly run conference keynote, you've seen an ROS in action.
Your ROS should include who is speaking, for how long, whether they're live or pre-recorded, when platform graphics appear, when lower thirds come up, when engagement moments happen, and who is responsible for each cue. It should show what's happening onstage and what's happening backstage.
A strong ROS doesn't just guide the event; it reduces your emotional load. It lets you think three steps ahead instead of making real-time decisions under pressure.
For a webinar, your ROS might be simple: opening, welcome, main content, demo, Q&A, close. For a virtual conference keynote, you may need pre-show music, countdown, branded opening sequence, speaker walk-ons, video roll-ins, and stage changes.
Whatever format you're running, the ROS is your safety net. Use it.
Prepare Your Speakers (Because They Are Not as Ready as They Think)
Here's what nobody tells you: speakers are unpredictable. Some will join with a professional mic and crystal-clear camera. Others will show up five minutes before go-live, using a laptop mic in a kitchen with terrible lighting and spotty Wi-Fi.
The producer’s job (i.e., your job, now) is to close that gap.
Set expectations early. Tell speakers exactly what they need to prepare, when they'll need to show up for tech checks, and what the platform experience will look like. Make it clear that engagement will be part of the program.
Help them get their setup right. Audio quality matters most. Good lighting matters. A clean background matters. A stable internet connection matters more than anything. First-time producers often feel awkward "telling a VP what mic to use," but they'll thank you later when they sound like a pro.
The tech check is non-negotiable. This is where you verify audio levels, camera framing, slide control, screen-sharing behavior, and platform navigation. It's also where you discover surprises: AirPods that won't connect, corporate VPNs that throttle video, echoes that appear only when someone uses two monitors. Fix these problems early, not five minutes before the event.
Build an Engagement Plan That Doesn't Feel Forced
Engagement is the difference between a passive webcast and a real virtual event. It keeps people tuned in and drives meaningful outcomes: longer watch times, better comprehension, stronger lead signals, and higher audience satisfaction.
But engagement doesn't happen when speakers say, "Feel free to drop questions in the chat!" and move on.
Build engagement into the fabric of your virtual event from the start. Open with a moment that invites participation (a question in the chat, a poll that sets the tone, a simple "Where are you joining from?"). Mid-session, introduce moments where attendees can react, vote, or ask questions tied to the content. Toward the end, reserve time for a true Q&A instead of treating it as an afterthought.
The platform you choose will make a massive difference here. If you only have a basic chat box, your engagement plan will hit a ceiling fast. A platform built for virtual events gives you structured Q&A, moderated chat, polls, breakouts, reactions, and On Stage attendee participation that feels seamless.
The goal isn't to overwhelm people; it's to create an environment where the audience feels seen, listened to, and involved.
Technical Setup and Rehearsals (Where Real Producers Earn Their Stripes)
Technical setup is one of the hardest parts of virtual event planning for first-time producers. Uploading slides is the easy part. The actual work is found in designing layouts, building title cards, adding lower thirds, prepping video roll-ins, and testing transitions.
If you're using a platform like Ten Events Pro, this is where the tool can save you hours. You can build branded layouts, load graphics, assign roles, upload decks, and assemble pre-recorded clips directly in the platform. But regardless of the technology, you need everything built and tested before rehearsals start.
A rehearsal isn't "everyone reading the slide deck together." It's your opportunity to run through the flow, test transitions, identify rough spots, check timing, and ensure speakers feel comfortable with the tools. Ideally, you conduct an orientation session followed by a full run-through.
Rehearsals are where you'll uncover missing cues, misaligned content, awkward transitions, and technical weaknesses. They also give everyone a chance to practice the live-day rhythm: who speaks when, who passes the baton, who triggers polls, who watches Q&A, and who manages transitions backstage.
A smooth rehearsal leads to a smooth event. A sloppy rehearsal guarantees trouble.
Run the Event Like a Pro
Live-day execution is where everything comes together. By this point, your job is to stay calm, stick to the run of show, and maintain control of the stage.
Open the backstage early. Check each speaker's audio, video, and connection again. Remind them about cues and timing. Keep your ROS open and visible. During the event, handle transitions cleanly, avoid dead air, and cue engagement moments with intention. If something goes wrong (and something almost always does), your job is to solve it without letting the audience notice.
Managing Q&A is its own art form. Good producers triage questions, prioritize what gets answered, and help the moderator keep the session moving. Great producers also document questions that weren't answered so they can be used in follow-ups or future content.
Running a virtual event is part operations, part psychology. Your demeanor sets the tone. If you're calm, the whole team feels steady.
Post-Event Follow-Up and Repurposing
Once the event ends, your producer role isn't done. You now shift into analysis, content repurposing, and post-event optimization.
Start by pulling your analytics. Look at attendance, watch time, drop-off points, engagement metrics, poll results, Q&A volume, and any interactions that signal interest or intent. This data informs your future events and helps your marketing and sales teams take the right next steps.
Then think about repurposing. Virtual events are gold mines for content. Clip short moments for social media, turn segments into blog posts, create an on-demand version, build a recap video, or convert educational sessions into modules. The more you reuse the content, the higher your virtual event ROI climbs.
Finally, log everything that went well and everything that didn't. Your next event will be better because of it.
Common Virtual Event Planning Questions
How long does it take to plan a virtual event?
Most virtual events require 6-8 weeks for proper planning, speaker coordination, and technical setup.
What's the most important factor for virtual event success?
Audio quality. Poor sound kills credibility faster than any other technical issue.
Do I need a dedicated virtual event platform?
For professional webinars and conferences, yes. Meeting platforms lack the branding, engagement tools, and production controls needed for polished events.
What should be in a virtual event checklist?
Timeline, platform selection, speaker prep, run of show, technical setup, rehearsals, engagement plan, and post-event analytics.
The Virtual Event Planning Checklist
Here's your quick reference:
Pre-Event
- Build timeline
- Select your platform
- Prepare speakers
- Finalize content
- Create your run of show
- Complete technical setup
- Run rehearsals
Day-Of
- Open the backstage early
- Run final tech checks
- Follow your ROS
- Manage transitions
- Guide engagement
- Handle issues calmly
Post-Event
- Pull analytics
- Share results
- Route leads or CE credits
- Repurpose content
- Document learnings
Conclusion
No one becomes a seasoned virtual event producer overnight. But with a clear checklist, a solid run of show, strong speaker prep, and the right platform behind you, you can deliver an event that feels polished, professional, and completely under control—even if it's your first time behind the curtain.
Great virtual events don't happen by accident. They happen because someone (now you) took the time to plan them the right way. If you want to make the technical side easier and build events that feel elevated instead of improvised, explore platforms designed for production, not meetings. Your attendees and your stress levels will thank you.