In virtual and hybrid environments, production isn’t just about tech. It’s about precision, timing, coordination, and calm under pressure. A great producer doesn’t just keep the show running—they make it feel seamless.

And while every event is different, the foundations of good production are consistent. That’s why checklists matter.

A solid producer checklist gives you structure. It helps you anticipate issues before they surface, communicate clearly across the team, and stay focused when it counts. It also keeps you calm—because when the unexpected happens (and it will), you’ll have a clear path forward.

Here’s a three-part producer checklist—before, during, and after the event—designed specifically for virtual and hybrid experiences.

Before the Event: Set the Stage

Tech prep and platform setup

• Confirm platform access for all speakers and team members
• Run a full tech rehearsal, ideally with live inputs
• Test cameras, mics, screen shares, and breakout functionality
• Set up backup plans for key features (e.g. dial-in numbers, standby decks)

Run-of-show and briefing

• Finalise the run sheet with roles, timings, transitions, and responsibilities
• Confirm who’s handling breakout groups, transitions, polling, and screen share
• Share speaker briefing documents and join links
• Schedule buffer time for arrivals, setup, and greenroom moments

Environment and experience

• Set clear expectations for speaker presence and tone (e.g. camera framing, lighting)
• Prepare welcome screens, waiting room music, holding slides
• Run visual checks for branding and accessibility
• Design registration and attendee onboarding experience and pre-event comms plan

During the Event: Run It Smoothly

Tech management

• Monitor audio/video quality continuously
• Keep your eye on time cues and slide transitions
• Manage breakout room logistics and ensure smooth return
• Activate polls, inputs, or activities in the correct sequence

Back-channel and comms

• Stay in constant contact with facilitators or hosts via back-channel (chat or comms tool)
• Flag timing updates or speaker delays discreetly
• Watch the participant chat and flag technical questions or issues

Participant support

• Help attendees with entry or re-entry issues
• Respond to chat or Q&A quickly
• Share links or follow-up materials on cue

After the Event: Close It Cleanly

Follow-up and materials

• Save chat logs, poll results, and activity outputs
• Export recordings and store them securely
• Send follow-up emails or links as required

Team debrief

• Hold a quick debrief while it’s fresh: what worked, what didn’t
• Note tech glitches, speaker changes, or timing issues for future reference
• Share a summary report with key takeaways and data

Platform reset

• Archive session files and reset templates for next use
• Review analytics or engagement data if available
• Update your reusable checklists with any new learnings

Production Is Invisible—Until It Isn’t

When production is handled well, it fades into the background. The event feels smooth, professional, and on-message. But when it falters, people notice fast.

These checklists are designed to keep things steady—so producers can focus on what matters: creating a seamless experience where speakers can speak, participants can participate, and no one’s wondering where the link went.

SmartLab supports producers with tools designed for clarity and control: from integrated breakout sequencing to real-time polls, shared run sheets, and flexible input modules.

And when you're backed by structure, you're free to stay calm—and run the show with confidence.

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