The Virtual Event Planner’s Checklist for Production

From audio checks to Zoom rehearsals, this list will guide you through the A/V considerations that go into producing a flawless virtual event.

Production separates the winners from the losers in virtual events. Well-planned production amplifies the perceived value of content and boosts audience engagement. Likewise a lack of attention to production details leaves even the best content challenging to attend to. 

Get a handle on the ins and outs of virtual event production and ensure your team is ready to deliver a winning event with this checklist for planners.

Event platform

• Meet with your platform vendor to scope platform requirements
• Confirm the types of content your platform supports ie: live stream, pre-record video, slides, animations, captions etc.
• Note platform requirements for Internet bandwidth, software, and hardware for speakers and staff
• Identify any incremental software, equipment, and staffing you’ll need for production beyond what your event platform agreement includes
• Request a guide to in-platform process for production staff and speakers from your vendor
• Share the event platform guide with all your staff
• Consult our guide if you need help choosing a virtual event platform

Production staffing

• Designate a project manager to oversee the production tasks and timeline
• Identify a  technical director to source equipment and manage the technical setup
• Decide who will “call” the show on event day
• Identify video and audio engineers to oversee live stream camera shots and sound quality
• Identify a video playback engineer to run any pre recorded video
• Identify a graphics operator to oversee presentations, lower thirds and other graphics
• Identify a producer to manage speakers
• If you have multiple simultaneous sessions include extra staff for each 
• Identify technical support staff
• Hire 3rd party staff and expertise as needed

Emphasize production details and quality to elevate a virtual experience and save attendees from Zoom fatigue.

Audio visual and other equipment

• Select  microphones, lighting, and cameras for remote speakers
• Decide how many cameras/ different shots are needed for live stream
• Confirm what equipment you may have in-house or that outside production staff will provide (cameras, switchers, lighting etc)
• Rent any balance of equipment needed for live broadcast
• Order branded backdrops as needed for broadcast studio or home environments

Speakers

• Secure speakers buy in for how presentations will be delivered – live or recorded
• Send speakers their production timeline
• Confirm speakers’  location(s) for recording or live broadcast
• Gather information about all speakers’ computers and/or cell phone models to ensure compatibility with supporting A/V equipment you send out
• Secure speaker permissions to record and rebroadcast their content
• Schedule calls to assist speakers with equipment & environment set up
• Schedule event platform orientation for any live speakers
• Provide written instructions for using the event platform as a speaker
• Hold rehearsals
• Learn more about virtual speaker management

Good audio matters more to attendees than HD video or flashy visuals. If you can only upgrade one element of a virtual speaker’s home A/V setup make it a great microphone.

Internet

• Check Internet bandwidth from every streaming location to ensure it meets minimum requirements for video streaming at the desired quality
• Recommend a hard-line Internet connection for all live stream speakers
• Purchase incremental bandwidth through a local cable company if needed

Prerecording sessions

• Establish a timeline for speaker setup, recording, video review, editing and finishing
• Choose and purchase recording software
• Choose backdrops for prerecord  speakers – virtual, natural in-home/office or other
• Record content with the highest quality video and audio a  speaker can output
• Have speakers submit a test video for review prior to recording
• Review tests for expected production quality and have speakers make any need adjustments
• Hire a video editor to trim and finish raw videos
• Review final videos for content and quality

An Internet upload speed of at least 5 Mbps is required for a reliable HD live stream. 10 Mbps is recommended. 

Live streaming sessions

• Choose one or more platforms you will live stream to. 
• Choose any live stream locations and secure spaces as needed
• Establish a backup plan for each speaker in case of Internet failure
• Conduct a speaker equipment check for audio, video quality prior to streaming
• Conduct an environment check for lighting, framing the speaker on camera and background

Graphics, branding, & other content 

• Share the event branding guide & font files with production team
• Define how program opening, closing & transitions will be handled: emcee, animations, intro/exit slides or other
• Decide where branding will appear and what form will it take in the program
• Decide when and where to use lower thirds & other overlay graphics
• Schedule resources to create any video shorts, slides, and other transition graphics

Rehearse! Virtual event success rests – more than ever – in the event team’s ability to execute technically on event day.

Hold rehearsals

• Map out each step of the event in a detailed minute by minute prior to rehearsals
• Share the minute by minute with everyone involved in your program
• Designate a person to manage rehearsals – generally the event producer
• Hold technical rehearsals with production team and support staff  in-platform
• Test any prerecorded videos in-platform
• Train and rehearse panel groups and moderators
• Train and rehearse all other speakers and emcee
• Full rehearsal of all live content
• Plan enough time for a second full rehearsal in case adjustments are needed

Other considerations

• Do you need to record the event for on-demand playback?
• Does your audience need captions?
• Do you need multiple languages?
• Do you need transcripts to repurpose post-event as marketing content?
• Do you need attendee polling or in-session Q&A?

Need more help with your virtual event production ? Contact Shiloh to get started today.