Hiring a Virtual Event Producer? Read This First

Managing a virtual event alone can quickly become overwhelming. From juggling breakout rooms and chat moderation to troubleshooting tech issues and keeping the agenda on track, the demands are intense. Many leaders underestimate the complexity, assuming one person—or the right platform—is enough to ensure a seamless experience. This is where a virtual event producer becomes essential.

More than just technical support, the right producer acts as a behind-the-scenes partner—keeping events running smoothly so presenters can focus on delivering value. Before hiring a virtual event producer, it’s important to understand the role, what to look for, and which red flags to avoid.

What Does a Virtual Event Producer Actually Do?

A virtual event producer does far more than click buttons or handle tech troubleshooting. Their role is to provide end-to-end, real-time operational support—ensuring every aspect of the event runs smoothly, professionally, and without disruption.

Producers actively manage the behind-the-scenes flow, allowing speakers and facilitators to stay focused on delivering content and connecting with their audience. Their responsibilities typically include:

• Managing screen sharing, breakout rooms, and transitions between sessions
• Moderating chat and Q&A to maintain audience engagement
• Launching polls and handling interactive features
• Troubleshooting live technical issues—from audio problems to platform hiccups
• Keeping sessions on time and adapting in real time to last-minute changes

This level of support transforms the experience for both hosts and attendees. A strong producer doesn’t just respond to issues; they anticipate needs, adapt under pressure, and help the session feel effortless.

At Cross & Crown, virtual event producers serve as collaborative partners committed to flawless execution. They act as an extension of the client’s team, ensuring every detail aligns with the event’s goals and message.

5 Critical Traits to Look for in a Virtual Event Producer

When you evaluate a potential virtual event producer, certain traits distinguish an adequate helper from a genuine production partner who can elevate your event.

1. Experience Across Formats

First, seek experience across various event formats. A producer who has managed leadership trainings, multi-day webinars, and sensitive government sessions has likely encountered and solved a wide array of problems live. This breadth of experience means they are better prepared for the unexpected.

2. A Team-Based Model (Not a One-Person Show)

What you really need is a team. If your solo producer faces a personal emergency or experiences a major technical failure, your project could be at risk. Hiring a service that assigns a lead producer backed by a reliable support team helps guarantee you’re never left without expert assistance when it matters most.

3. Platform Fluency & Flexibility

Platform fluency and flexibility are paramount. Whether your organization uses Zoom, Microsoft Teams, or a custom virtual environment, your producer must adapt to your existing ecosystem, not force you into theirs. They should possess expertise across multiple common platforms.

4. A Calm, Collaborative Presence

Live events inherently involve high-pressure situations. You need a producer who can read the virtual room, remain composed under stress, and adeptly roll with any last-minute changes or speaker requests without fluster.

5. Engagement Support, Not Just Execution

Finally, a good producer actively contributes to the dynamism of your event. They might offer real-time suggestions to boost participant interaction, which helps make your sessions feel alive and interactive, rather than flat or overly scripted.

Questions to Ask Before Hiring

Choosing the right virtual event producer means asking the right questions upfront. This helps you gauge not just their skills but also their approach to handling the unique challenges of your event. Here are some key questions to consider during your conversations:

How do you handle emergencies or technical failures during a live event?

• Can you provide examples of virtual events similar to ours that you’ve produced?
• What platforms do you have the most experience with, and how flexible are you with new tools?
• What strategies do you use to keep attendees engaged and interactive throughout the event?
• How do you manage communication and collaboration with speakers and hosts during the event?
• What kind of post-event reporting or feedback do you provide to help improve future sessions?

These questions not only reveal the producer’s experience and expertise but also their commitment to partnership and proactive problem-solving. When your producer can confidently address these areas, you’re more likely to have a smooth, engaging event experience that meets your goals.

Don’t Just Hire Help—Find a Production Partner

Your training session or virtual event is too important to entrust to just a “tech person” pushing buttons behind the scenes. What you need is a true production partner—a team or individual who anticipates your needs, proactively solves problems, and shapes an experience that feels seamless and engaging for both you and your attendees. This kind of partnership doesn’t just ensure events run smoothly; it elevates the entire experience and maximizes your impact.

If you’re ready to take your virtual events to the next level, Cross & Crown is here to support you. We’re committed to listening, collaborating, and helping you create smooth, engaging virtual experiences. Contact us to discuss how we can assist with your upcoming event.