How to plan a virtual event: the production guide.

Start with the audience, not the tech. Before anything else, answer three questions: who is watching, where are they watching (desk, phone, a screen in an office?), and what must they be able to do — just watch, or ask questions, vote and network? Every production decision flows from those answers.

Choose the format. A town hall is not a conference is not an awards show. Single-session events suit a broadcast approach: one stream, strong presenter, tight run order. Multi-track conferences need a platform with agendas and breakouts. Awards shows live or die on pace — pre-record the risky bits, keep the live moments live.

Build a real run order. Every minute accounted for: who is on, what is on screen, which microphone, what plays next. The run order is the single document that lets a gallery anticipate rather than react. If your production company doesn't ask for one, worry.

Rehearse the failure, not just the show. A proper technical rehearsal tests remote speakers on the actual kit they'll use on the day — same laptop, same room, same connection. It also tests what happens when things break: backup presenter link, holding slides, a second internet path. We run every show with redundant encoders and a second connection because one of them will eventually be needed.

Pre-record strategically. Anything that cannot be allowed to fail — the CEO's keynote, the awards montage — consider pre-recording with a live Q&A after. Audiences accept polished pre-records; they don't accept frozen keynotes.

Crew it properly. Minimum viable crew for a professional virtual event: a vision mixer/vMix operator, a producer calling the show, and someone dedicated to speaker wrangling. One person cannot do all three well — and on show day, "well" is the only acceptable standard.

Measure what mattered. Peak concurrent viewers, average watch time, Q&A volume, drop-off points. Set up analytics before the event; decide afterwards what you'll change next time.