Virtual events

Virtual events – 10 audiovisual production techniques to stand out.

For successful online events, Pro-Staging has put together a list of audiovisual production best practices to create an interactive and unforgettable experience.

Today, most companies are trying to adapt to the current environment and are moving their physical events into the virtual world. Whether it’s webinars, online training, virtual conferences, award presentations or trade shows, it’s important to create an authentic and human experience to stand out and keep your audience engaged.

According to a study by EventMarketer, seven out of 10 respondents have moved their physical events to a virtual platform, and many don’t see this as a short-term solution. It’s time to learn the best audio-visual production techniques to make your online events stand out from the rest.

Unlike physical events, when we design online events, we only have the ability to influence what the audience hears and sees. If we fail to hold our audience’s attention through these two senses, they will leave the event with a single click. So, to prevent this from happening, focus on what your audience sees and hears, and most importantly, bring your virtual event to life. To do this, you should produce your event as if you were producing a show for the Discovery Channel or a movie on Netflix. Your event should be informative, captivating and entertaining in order to create an unforgettable experience for your audience.

The good news is that nowadays, there is audiovisual equipment, virtual studios and technologies that allow the production of impressive virtual events at low costs. However, this requires technical skills and advanced production services. Indeed, the success of your online event depends entirely on the technology used, the visual aspect, the sound, the user-friendliness of your production and the people who manage it all.

The 10 commandmentsof our audiovisual production experts

1. Start by establishing the type of virtual event that fits your goals.

Are you looking to generate leads, increase brand awareness, sell products, offer distance learning? Your objectives will determine the size of your event and the resources, technology and equipment you will need. For example, if you are looking to generate revenue, a virtual conference will allow you to share your expertise and start building a relationship with your potential client. On the other hand, if you’re looking to raise funds for an NPO or announce award winners, a virtual gala would be your best option.

2. Know your audience well.

Participants have registered for your virtual event because they are interested in the topic. They want to learn something new, participate in conversations, make connections and even have fun. They don’t want to listen to an ad about your brand. So think about who you want to reach with your message. Do you want to reach your customers, your employees or your investors? What is the profile (persona) of your target? What are their preferences, behaviors, challenges, etc.? This fictional and general representation of your audience will help you better understand your audience and allow you to adapt the content of your virtual event to their needs, behaviors and concerns.

3. Plan for the unexpected.

You should have solutions in place in case a problem beyond your control occurs. Do you have a reliable, high-speed internet connection? Do you have a plan B in case you lose your internet connection during your online event? You may want to consider having someone who can continue the presentation for you.

What will you do if the power goes out? Do you have a generator where you are broadcasting your online event? If not, perhaps consider renting a place that already has a generator.

4. Choose locations and check sound and lighting

When it comes to audio-visual production, make sure you have good quality microphones, high-resolution cameras, presentation computers and adequate lighting for all speakers. Make sure that everything in the field of view of the cameras of all speakers is clear. However, to have more control over the quality of your online event and to broadcast it in an interactive and engaging way, we recommend renting a virtual studio. You will have access to all the required audiovisual equipment, as well as a technical team to support you. A virtual studio also provides you with a choice of backgrounds and visuals to help you reflect your brand image.

5. Choose the conferencing or broadcasting platform that best suits your needs

There are several options available to you when it comes to broadcasting an event online. Among these, the two most popular are:

  • The conferencing platform: allows you to interact with participants (Zoom Meeting, Webex Meeting, Teams Meeting, BlueJeans Virtual Meetings, etc.)
  • The broadcast platform: allows you to broadcast in a controlled manner without the need for participant screen time (Zoom Webinar, Webex Events, Teams Webinar, BlueJeans Virtual Events, Facebook Live, Vimeo, YouTube Live, etc.).

Be sure to check the features of each solution to choose the one that is best suited for your virtual event.

6. Consider using a visual support to help your audience follow your presentation

Remember that the content of a virtual event often lives beyond the event. Make sure that the content of your presentation gives a good image of you, your company, your speakers and everyone involved. To do this, you can hire professionals to use a virtual background in the colors of your company or event. On this background, you can add individual images of your speakers as well as PowerPoint or multimedia presentations. In addition, to reach a larger audience, you can add simultaneous interpretation and subtitling options.

See the difference between broadcast platform backgrounds and virtual backgrounds:


Standard broadcasting


With virtual background

7. Consider hiring a host

A host will help you manage the atmosphere of your online event, inviting people to chat, give their answers or ask their questions. They will also coordinate transitions between speakers. A good host will orchestrate the event in a way that makes it stand out from the crowd and at the same time, he will also take the stress out of engaging your audience.

8. Choose your outfit and colors

You may think that this is a small detail. But, if you want to maximize your chances of success and build a rapport with your attendees, it’s advisable to find a clothing connection with your audience. So, if you’re speaking to a group of lawyers or business leaders, a more traditional business attire is the industry standard. And if your attendees are the programmers at Apple, they’ll feel more comfortable with you if you show up in casual attire. When it comes to colors, consider creating some contrast with the background. Don’t dress all in black or white. For a great appearance in front of the cameras, definitely avoid green and clothes with stripes or other fine patterns. Neutral colors are preferable.

9. Plan to do rehearsals a few days before the event

Do a rehearsal of your virtual event in the same place, with the same speakers and trying out the same equipment and configurations that you plan to use on the day of your event. This will reassure you and may avoid a difficult situation in front of your participants. Don’t forget to time each part of your presentation to ensure that everything goes as scheduled.

10. Publish the video of your event online on YouTube

YouTube is the second largest search engine after Google. It has 2 billion monthly active users and over 30 million daily users. By posting the event video on YouTube, you increase your chances of building brand awareness and an audience, even after the event. But make sure your video is consistent with your brand image.

If you feel overwhelmed by all this, Pro-Staging’s audio-visual consultants and specialists are available to help you achieve a memorable virtual event. We offer portable solutions to enhance the quality of your webcasts. You can also reserve our 2,400 sq. ft. green studio to create an interactive event with the background of your choice or with real decor and equipment. We invite you to consult our achievements for inspiration or to contact us for more information.

Feel free to tell us about your next event, ask questions or add your best practices for producing virtual events in the comments.

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