7 Questions to Ask Before Producing a Virtual Event Video

Over the past few years, we’ve witnessed a significant shift in how events are delivered, and at the center of it all is virtual event video.

Remember the pandemic, when in-person events were rescheduled, postponed, or quickly shifted into virtual experiences? Some saw success with compelling video, while others completely missed the mark.

Fast forward to today, and virtual events are no longer the exception; they’re the norm. 

Have you been planning an in-person event only to start rethinking the costs, logistics, and how to translate your vision into a virtual format? 

This article will help guide you in the right direction and prompt you to ask the right questions. Here are seven key questions to consider before producing your next virtual event.

1. What Content Should You Share In A Virtual Event?

Here’s the good news. Compared to in-person events, virtual events offer virtually unlimited attendance and exposure. Since location and capacity are no longer issues, you’ll need to be more mindful of the type of content you include. 

Understand that virtual events require even greater clarity and concision than in-person events. The goal is to maintain your audience’s attention span long enough to convey your point effectively. Remember, this isn’t an in-person event where, if one of your audience members walks out unsatisfied, they will be noticed, potentially embarrassed, or worse, causing others to follow suit. 

With virtual events, people can join and leave at their convenience. With engaging content, you will prevent people from choosing to exit – virtually! Not to mention, the more you keep your audience engaged in your virtual event experience, the more likely they are to share and discuss post-event. 

2. What Format Will Be Best To Deliver Your Brand Message?

The real excitement around virtual events lies in discovering the various ways to convey your message and selecting the most suitable format to deliver it effectively. So, what format fits? It may be surprising, but everything that can occur in person (minus the in-person camaraderie) can be done through a virtual event experience. 

With today’s tools and technology, your options are practically endless. Consider formats such as:

• Recorded workshops for on-demand learning
  
• Hybrid masterclasses that blend live and pre-recorded elements
  
• Interactive webinars with polls, breakout rooms, or live Q&As
  
• Entertainment segments featuring DJs, comedians, or live music
  
• Explainer videos to break down complex ideas
  
• Motion graphics and voiceovers for highly polished presentations
  
• Panel discussions or fireside chats to highlight thought leaders
  
• Virtual networking sessions that replicate the hallway conversations of live events

Regardless of the format, the key is to achieve engagement. Utilize platforms such as Zoom, StreamYard, or Hopin to encourage interaction through live chats, Q&As, or virtual lounges. The goal is to create a dynamic, branded experience that feels natural for your audience.

3. What Are The Target Audience’s Needs?

The needs of your target audience should always be at the forefront of your virtual event. Before you start producing, ask yourself: Do I truly understand what viewers want and need?

Once you do, tailor your approach. Select the right marketing channels, create content that connects with them, and design an experience that feels intentional and purposeful. When your audience sees that you’ve considered their needs, they feel valued, and that’s what keeps them engaged.

One of the best ways to gain this insight is through market research. By studying demographics, behaviors, and preferences, you’ll uncover what matters most to your viewers. This knowledge will become the foundation for delivering a virtual event that resonates.

4. What Is The Budget?

Although some virtual events come with a high price tag, others can be easily accommodated within your budget. Knowing your budget and understanding your finances when producing a virtual event will help you determine the services you can offer.

Start by outlining your financial resources and identifying the two most significant costs: production (such as video, design, and staffing) and platform fees (e.g., Zoom, Hopin, StreamYard). From there, create a simple budget breakdown. For example:

• Content creation (30-40%): video, graphics, or presentations
  
• Technology & platforms (20-25%): streaming, hosting, or licensing fees
  
• Promotion & marketing (15-20%): email, social ads, and paid campaigns
  
• Engagement tools (10-15%): polls, breakout rooms, or chat add-ons
  
• Talent or speakers (10-15%): honorariums, entertainment, or moderators
  
• Contingency fund (5-15%): unexpected costs such as technical issues or last-minute upgrades

We know budgeting can feel overwhelming, but it doesn’t have to be. By organizing your finances through specific category allocations and leaving wiggle room for unexpected expenses, you can avoid overspending while still delivering a professional virtual event.

5. What Equipment Do You Need? 

To make sure your virtual event runs smoothly, you’ll need more than just a great idea. You’ll need the right equipment and setup. Reliable cameras, microphones, and streaming platforms make your content appear professional, while a skilled host and captivating speakers keep the audience engaged.

If you can’t livestream effectively, your audience reach will drop dramatically. Therefore, test your equipment well in advance, double-check your internet connection, and have backup options available. A single technical issue can undo weeks of planning, but thorough preparation will make for a smooth experience for you and your viewers.

After all, no one wants to be scrambling when the countdown starts, only to watch viewers drop off because the stream isn’t working correctly. By making sure your technology is in excellent working order before the event begins, you’ll set yourself up for a professional and seamless production that your audience can trust.

6. How Will You Gather Feedback From The Event?

To gauge whether your viewers enjoyed the event or found it informative, consider gathering feedback. One of the most effective methods is providing a questionnaire or survey after the event.

Here are a few simple ways to capture audience feedback:

• Send a post-event survey via email with quick, easy-to-answer questions
  
• Share a feedback form link in the chat before the event wraps up
  
• Use polls during the event to capture real-time reactions and engagement
  
• Offer a small incentive (like a discount code or free resource) to encourage survey completion

Be sure to let attendees know during the event that they’ll be asked to provide feedback so they can prepare. Their responses will give you valuable insights into what worked, what didn’t, and how to improve for the future.

7. Are You Ready?

This is the most important question to ask yourself during the decision-making process for virtual event production: Are you truly ready?! 

Ready to step into new territory, face the challenges, and embrace the opportunity to create something extraordinary?

It can feel like a major transition. But with the right partners by your side, the process becomes less intimidating and far more exciting. Virtual event content creation should feel inspiring, creative, and fun. When you know the videos you want to produce, they can live on long after the event, amplifying your brand and message.

Now is the time to connect with video production experts who not only know video but also understand the unique demands of producing events through video. The right team will:

• Understand and elevate your vision
  
• Streamline your content planning and execution
  
• Deliver visuals that leave a lasting impact
  
• Bring experience in every stage of your event video production

With the right support, your event will shine.

Conclusion

Virtual events aren’t just a backup plan anymore. They’re a powerful way to expand your reach, engage your audience, and give your brand a lasting voice. Asking the right questions before you begin will make your next virtual event a meaningful experience that people remember and share.

At Bottle Rocket Media, we’ve helped brands of every size bring their visions to life through various event video and virtual productions. If you’re exploring formats, clarifying your content, or ready to produce a full-scale virtual video experience, our team is here to guide you every step of the way. If you’re looking into event video production, want to create an event that cuts through the clutter, or just want to learn more about Bottle Rocket Media and what we can do for your brand, give us more info on what you’re thinking here.