CMO · Playbook · Intermediate · Saves 45+ hours
Virtual Event Production Guide
A guide for producing virtual events that engage audiences and drive results.
What's included
- Production Planning
- Platform selection
- Format design
- Technical requirements
- Team roles
- Content Design
- Session formats
- Engagement tactics
- Speaker preparation
- Interactive elements
- Technical Execution
- Platform setup
- Rehearsal process
- Day-of operations
- Troubleshooting
- Attendee Experience
- Registration optimization
- Communication sequence
- In-event engagement
- Post-event follow-up
Best used when
- Producing virtual webinars or conferences
- Scaling event reach without travel
- Creating hybrid event components
- Building on-demand content library
Why this is Gold
Virtual events often feel flat. This guide creates engaging experiences that rival in-person events.
The template
The Template
PRODUCTION PLANNING
Platform Selection
| Platform | Best For | Price Range |
|---|---|---|
| Zoom Webinar | Simple webinars | $40-100/mo |
| Hopin | Virtual conferences | $99+/mo |
| ON24 | Enterprise webinars | $$ |
| Riverside | High-quality recording | $15-24/mo |
| StreamYard | Multi-streaming | $20-49/mo |
Technical Checklist
VIRTUAL EVENT TECH CHECK
PLATFORM SETUP:
☐ Event created in platform
☐ Registration page live
☐ Email automations set
☐ Branding applied
SPEAKER TECH:
☐ Wired internet required
☐ External microphone recommended
☐ Good lighting
☐ Professional background
☐ Backup plan documented
PRODUCTION:
☐ Producer assigned
☐ Slides uploaded/tested
☐ Polls/Q&A configured
☐ Recording settings confirmed
REHEARSAL:
☐ Full rehearsal scheduled
☐ All speakers tested
☐ Backup presenter ready
☐ Troubleshooting plan documented
ENGAGEMENT TACTICS
Keep Attendees Engaged
| Tactic | Frequency | Purpose |
|---|---|---|
| Polls | Every 10-15 min | Active participation |
| Q&A | Throughout | Audience involvement |
| Chat prompts | Every 5-10 min | Community building |
| Breakout rooms | For workshops | Deeper interaction |
Session Format Best Practices
VIRTUAL SESSION STRUCTURE
OPENING (0-5 min):
☐ Welcome, housekeeping
☐ Speaker intro
☐ What they'll learn
CONTENT (5-35 min):
☐ Short segments (5-7 min each)
☐ Visual variety
☐ Interactive elements between segments
☐ Stories and examples
Q&A (35-45 min):
☐ Live questions
☐ Pre-submitted questions
☐ Polls for group questions
CLOSE (45-50 min):
☐ Key takeaways
☐ Next steps/CTA
☐ Resources
☐ Thank you
ATTENDEE EXPERIENCE
Pre-Event Communication
| Timing | Content | |
|---|---|---|
| Registration | Confirmation | What to expect, calendar invite |
| 1 week | Reminder | Login details, speaker preview |
| 1 day | Reminder | Tech check, schedule |
| 1 hour | Final | Join link, quick tips |
Post-Event Follow-Up
| Timing | Content | |
|---|---|---|
| Day 0 | Thank you | Recording coming, survey |
| Day 1 | Recording | Replay link, slides |
| Day 3 | Resources | Related content, next event |
| Day 7 | Offer | CTA based on engagement |
Frequently asked questions
What is the Virtual Event Production Guide?
A guide for producing virtual events that engage audiences and drive results.
Who is the Virtual Event Production Guide for?
It is built for CMOs and their teams working on Event Marketing. The AI coach adapts it to your company, stage, and goals.
How long does the Virtual Event Production Guide take to use?
It saves roughly 45+ hours versus building from scratch. Our AI coach can tailor the playbook to your situation in minutes, then hand you a step-by-step plan.
Is the Virtual Event Production Guide free?
Yes. You can read the full playbook and start getting coached through it for free. Sign in to save your tailored version and track your next steps.
How does the AI coach help with the Virtual Event Production Guide?
The coach teaches you the framework, asks a few questions about your business, tailors the playbook to you, and gives you measurable next steps to execute.