Why You Should Hire A Virtual Event Producer

And What They Do For You

Imagine going to a Michelin star rated restaurant. You walk in and the head chef greets you at the door, checks your coat, finds your reservation and leads you to your table. A while later the head chef returns to take your drink order. She then goes to the bar and prepares your drink. After returning with your drink she returns to the kitchen to prepare your food. There is no sous chef, no servers, no maitre d, no bartender — just the head chef. No matter how talented that chef is the experience you have at that restaurant will suffer if she is trying to do it all herself.

Think of your next virtual event like a fine dining experience. Doing it all may not be a recipe for disaster, but it won’t be earning you any accolades either. And one thing is for sure, it won’t do your blood pressure any favors.

For many virtual event hosts, having a producer is not a luxury, it’s a requirement.

A virtual event producer means different things to different people. In this article I share:

• Who hires virtual producers and why.
• What a producer can do for you.
• The benefits of a producer for you and your audience.
• Why having a producer elevates your overall brand and sets you apart.

First, who hires virtual event producers? Why?

Corporate Learning & Development teams — Virtual training programs often have a lot of moving parts. Both trainers and participants benefit from an extra set of hands to assist with program execution and technology. It’s always better to have a second set of eyes and hands on deck. And a back-up system for the “please don’t let my internet go out” moments.

Professional speakers and trainers — Many freelance trainers & speakers factor the price of a producer right into their proposals. They want to ensure they have quality assistance so their programs are effective and well received. They want to know things are taken care of backstage and they have one less thing to worry about.

Influencers/Thought Leaders — Having a professional to assist with designing & delivering webinars, courses and workshops provides peace of mind and makes you look good. No fumbling with tech, just high quality delivery and peace of mind.

Coaches — Most coaches host group coaching programs and membership events. Having a producer to guide that process, design the flow and manage details allows you to focus on helping your clients.

Community leaders — Bringing people together to create a meaningful experience should not be left to chance. Many community leaders have found having a professional producer manage the backend of their events makes the difference between a flat, uninspired event and one that leaves people returning for more.

Publishing companies — Hosting awards programs, book launches and author education events are all opportunities for publishers to connect with their audience. Hiring a producer to design, build and produce these events leaves their team free to focus on their work.

Corporate Leaders — With organizations spread out and working remotely, leaders are finding that they need to be more intentional about how they bring teams together. They want help creating engaging and meaningful experiences for their employees and stake-holders.

What a Virtual Producer Can Do For You

Some of the most common event types that producers can help you with are: training sessions, workshops, conferences, company meetings, onboarding programs, product reveals, vendor showcases, webinars, etc. Let’s face it, if you are talking to a group of people and you want them to have a great experience — a producer can help.

At Way Beyond Ordinary virtual producers help with all three phases of an event:

1. Pre-event set up
2. Showtime
3. Post show wrap and reporting

Pre-event set up can include scheduling, event platform set up, test runs, technology checks and speaker prep. Advanced production services, like those provided by Way Beyond Ordinary, can also include event design assistance, event graphic assistance, instructional design assistance, technology guidance, sponsor prep, etc.

When it’s Showtime your producer is there to make sure everything runs smoothly and you are able to relax and focus on your guests and delivering your content. We give you peace of mind, we are your back up and we show your audience that you care. And, it turns out, having a producer also elevates you and your brand in the eyes of your audience. This is why more and more speakers and influencers are starting to engage a producer to manage their events. Advanced production services may also include using your producer “onstage” in dialogue, panel discussions, etc. Like a talk show side-kick.

Post show wrap and reporting will include any tracking of information that you may have gathered through polls, attendance, surveys or other means. It may include preparing materials and recordings to go out to participants after the event. Advanced production services will also include a facilitated event debrief.

How having a virtual producer can benefit you as an event host.

Peace of mind. You have enough to worry about without having to think about whether your speaker knows how to get his camera on, or if the breakout rooms are ready, or the video sound is good. These are all distractions that take your attention away from your guests and their experience.

Let’s think about a virtual producer for a moment like a movie director. They run the show, from cue to cue, watching the time, preparing for the next scene, directing the cameras and the actors. They make sure everything looks good and everyone is in their place. You are the talent — you don’t have time to be doing that. A good producer let’s you feel secure in knowing they have it handled.

Why having a producer on your team elevates your overall brand and sets you apart.

Let’s go back to that Michelin rated restaurant. A world class chef is only a part of the equation. Yes, you absolutely must produce an amazing product. But that alone will not keep people coming back. It’s the full experience that guests remember. When guests leave that restaurant or your event, they are going to tell a story.

The story they tell depends on the experience they had. Far too many bad review start with — The food was great but…(service was slow, they didn’t know what they were doing, the place was dirty, it took forever, etc.)

Set yourself and your event up for a 5 Star review by creating a 5 Star experience.