Virtual Event Playbook

Whether you are a seasoned producer or new to creating virtual events, this playbook will guide you through the best practices for using Microsoft 365 technology to deliver compelling events. The content is organized by event delivery phase and role.

Get started with virtual events

This content has been compiled through the contributions of many people across Microsoft who have been involved in delivering our flagship events, webinars, and leadership townhalls. We strive to prioritize accessibility, inclusion, and engagement as we create the new standard for the audience experience.

Scroll down to view the content by event delivery phase or by role.

NOTE: This playbook will focus on the most common methods for producing virtual events that do not require custom production, including external encoders. For custom production guidance, visit our Custom Production Virtual Event Playbook. For advanced production questions, start a discussion in the Virtual Events online community.

Looking for guidance on using external encoders to produce a more advanced technical virtual event?

View our Custom Production Virtual Event Playbook
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Overview

Plan for success for your next virtual event with this playbook. Learn more about prioritizing the clarity of your message, the attendee experience, and making your virtual event inclusive to all attendees.

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Before the event

2

During the event

3

After the event

Guidance by role

Each person on an event production team has a particular role to play in delivering a successful event. Some events are self-produced, and you may be filling multiple roles in your organization. Ground yourself as an organizer and then move through the other guidance for before, during, and after your event.

Each individual or team involved in virtual events should review our playbook overview that will set the tone and context for delivering inclusive, accessible, and useful events for your audience.

Organizers

You are the main host of the upcoming event. You will work with technical staff, presenters, and event sponsors to ensure an engaging attendee experience.

Download our Organizer checklist to manage your tasks.

Download playbook sections especially for Organizers, including common scenario types, how to avoid common issues, and step-by-step views for configuration.

Producers

Technical Producers manage the technology involved in your broadcast. Often in small to mid-size events, the Organizer and the Producer are the same person. In large scale productions, this is a dedicated role with the required technical acumen. Producers should work hand in hand with the relevant IT professional staff to ensure network and service readiness for your event.

TIP: If using Teams meetings to produce your event, you may want to designate someone to play the Producer/Moderator role to better cue speakers to switch between content sources or manage a unified presentation.

Download playbook sections especially Producers

Guidance by phase

1 Before the event
No guidance for phase 1

2 During the event

3 After the event
No guidance for phase 3.

Presenters

Giving an engaging online presentation isn’t easy. Support your Presenters with training and use our best practices for computer, environment and video setup.

Download playbook sections especially for Presenters

Download our Record from Home checklist

Guidance by phase

1 Before the event

  • No specific guidance for Presenters in this phase

2 During the event

3 After the event

  • No specific guidance for Presenters in this phase

IT Administrators

Your IT Administrator should be engaged before producing events, to be made aware of your plans. They will ensure the health of your network, your service configuration, and support you in having a successful event. Even with a distributed workforce, it's a wise idea to engage with IT early in your planning process.

Download playbook sections especially for IT Administrators

Guidance by phase

1 Before the event

2 During the event

  • No specific guidance for IT Administrators in this phase

3 After the event

  • No specific guidance for IT Administrators in this phase

Attendees

Understand the attendee experience for both Teams meetings and live events, including the Guest experience.

Download playbook sections especially for Attendees

Moderators

Whether large or small, moderators are the critical component that drive audience satisfaction and simplify the experience for Presenters. They manage the conversation between the two and ensure questions are captured, prioritized, and shared with your Presenters.

Download the playbook sections especially for Moderators

Virtual Event Forum

The Virtual Event forum is a community of people just like you who are navigating the world of delivering virtual events. Join them and subject matter experts who can answer questions and share successful real-world experiences.

Join the conversation

Live Event Assistance Program

Need help with a large-scale event? The Microsoft 365 Live Event Assistance Program (LEAP) can provide you with guidance and assistance to deliver your best webinars and live events.

Learn more

Start your training

Take the course on Microsoft Learn and earn your trophy.

Start now

Join the discussion

Bring your advanced production questions to our online community.

Learn more

Become a Champion

Join our Microsoft 365 Champion Program.

Join the program