How to Keep Tech Running Smoothly During Your Virtual Event 

illustration of man sitting at desk wearing headphones

Virtual events have been around for a long time, and a simple webinar or livestream poses few problems these days. But as your online event grows larger in scale, the more likely you might be worried about technical issues. If you have a good tech team standing by, you’ll be able to solve problems as they arise or even prevent them from happening at all. But it helps to be prepared in other ways too. Here are tips for nipping tech troubles in the bud.

1. Use the Right Platform

There are dozens of options for holding an online event, from free bare-bones to high-tech full-service platforms. It can be difficult to sift through all your options, especially as a first-timer. The simplest way to start is just by listing your event requirements. Then you can eliminate any options that don’t have what you need.

For the most seamless and user-friendly attendee experience, an all-in-one platform is best. These integrate everything you need, including livestreaming, engagement tools, networking options, and more.

Using an all-in-one platform has several benefits:

  • They’re typically professionally designed and have undergone rigorous testing to eliminate software bugs that might cause problems during the event.
  • They usually have built-in tech support, so your attendees can get help if they have any issues with the platform.
  • Most will let you hold a trial run ahead of the event, so you get experience with how the platform works when you go live.

All of these benefits help prevent technological issues during the event. And thanks to the platform’s tech support, it’s easier to resolve any problems if they do arise.

Most all-in-one platforms also let you stream multiple sessions at once. If you’re hosting a large event, this helps you pack more content into your schedule, and provide more options for attendees.

Then there are optional extras that go beyond the essentials to improve the user experience and thus contribute to the success of the event. It’s been noted by some presenters that it’s hard to get the same level of engagement and interaction that they enjoy at live events. As a result, gamification and other forms of engagement are quickly becoming of interest to online event organizers. These kinds of extras may be the difference between a good event and a great one.

2. Hire Great Technical Support

How will you manage attendee and exhibitor tech support issues? Depending on the virtual event platform you choose, tech support may already be built in. If so, you’ve got one less thing to worry about. If it’s not, consider putting together a team specifically to provide tech support, especially for a large event Having one or more people on hand to help attendees or exhibitors who are having technical problems will improve the overall user experience, and ensure that you’re not losing viewers due to those problems.

Whichever option you end up with, make sure attendees know where to find help if they need it, whether that’s the event platform’s troubleshooting guides or your own tech support team.

woman and man sit at desk and look at computers

3. Provide Clear Instructions for Use

Large-scale virtual events are relatively new. It’s likely that a significant percentage of people won’t have attended such an event before, or won’t have used your platform before. To make sure every attendee has the best experience possible, it’s important to provide clear, easy-to-follow instructions on how to use each feature. Do the same for your event exhibitors, where applicable. If everyone knows what they’re doing, it will minimize the potential for online event technical problems that might negatively affect the user experience.

Here are a couple ideas for communicating clearly:

  • Make a visual guide available on the event website, with screenshots that show attendees what to do.
  • Create a video guide where you explain each step as you do it – Provide these instructions ahead of time, by including a link in your pre-event email blasts.

As well as providing user instructions, it’s important to make sure attendees and exhibitors know where to find help if they need it. Make it easy for people to find that help, so they don’t have to spend a chunk of event time hunting for a solution. Some options include:

  • Putting help and troubleshooting guides on the event platform – Or, if you’re using an all-in-one platform, send out an email blast with links to the platform’s help section and tech support.
  • Making sure every page on your event website prominently displays a link to the help section
  • Sending out by email links to the website help section, your tech support team, and any troubleshooting guides or FAQs that are applicable – Send these as a separate email from any other event announcements—with a succinct and relevant subject line—so it’s easy for attendees to locate in their inboxes if they need it.
  • Include a help section with access to the tech support team in your event app, if you have one

4. Don’t Underestimate Your Bandwidth Needs

What’s the worst thing you can imagine happening at your virtual event? What if your site overloads and crashes right before the keynote speech, leaving thousands of attendees with blank screens? That’s what happened at the Sapphire Now Reimagined Conference in June, as a result of heavy attendee traffic that overloaded the website.

It’s may be difficult to accurately estimate your bandwidth needs, especially if it’s your first virtual event. So err on the side of caution, and arrange for more than you think you’ll need. And make sure you choose an event platform that can provide quick solutions if bandwidth does become an issue.

5. Run a Rehearsal

If you want to be good at something, practicing is always the way to go! Virtual events are no different. You probably won’t want to run a full-length rehearsal if you have a big content schedule, but your presenters and speakers will likely be glad to have the chance to test out the platform a few days before they go live. You may even have people who are presenting from their own homes. They’ll be able to make sure their own equipment works, that their slideshows present properly, and that they can utilize any communication and engagement tools on the platform.

Some other points to think about include:

  • How will you coordinate your scheduled lineup? You’ll be working with a variety of presenters to make sure they all start and finish on time—and if you’re running parallel sessions, scheduling can get complicated.
  • How will you deal with timing issues? For instance, what will you do if one speaker runs over their allotted timeslot? Building in content breaks can help deal with this.
  • What happens if one of your speakers has technical issues? Viewers will be stuck watching a black screen while you’re dealing with the problem, and you risk losing them. Consider having some recorded content available in case a speaker is delayed or you have problems with your livestream. Or, if you’re running a hybrid event, be prepared to switch to a floor reporter or similar live option.

Holding a rehearsal is the best way to figure out exactly how it’s all going to work and minimize the risk of technical problems at your online event. It’s also a good opportunity to find out what might go wrong, as your rehearsal is likely to help you identify potential problem areas.

proglobalevents virtual event demo lobby

Be Well Prepared for the Best Results

If you’ve hosted live events before, you already know just how vital good preparation is. The same is true of virtual events. When you’re entirely online, technical problems are possible. If you’re well-prepared to handle any issues that do arise, you’ll be able to ensure they don’t derail your event.

Jack Connolly

Executive Creative Director

As an experiential creative director, Jack prefers to draw outside the lines. He tells stories with original content and impactful design to ignite meaningful conversation.


Jack brings 20 years of event industry knowledge to ProGlobalEvents. He specializes in building live & virtual platforms for audiences to connect, engage and immerse themselves in the power of a shared experience. His skills range from ideation and concept development to defining an attendee journey through storytelling and design.

Jack understands the creative process is not linear, but a collaborative process between agency and client. He manages teams of designers and technology developers to pioneer impactful brand experiences. His diverse skillset and leadership ensure for award-winning results and memorable impressions.


In 2019, BizBash named Jack one of the top event designers in North America. SXSW awarded his work the “People’s Choice in Innovation” in 2021.

Jerome Nadel

Chief Marketing Officer

Jerome Nadel is Internationally experienced design-led marketing executive (CMO and GM) with a track record of improved market position, revenue growth, and M&A. He is an advance degreed psychologist and user experience product/service design expert, board member and advisor.


Prior to joining ProGlobalEvents |ProExhibits |XtendLive, he has had a variety of chief marketing officer and chief user experience officer roles at companies including Rambus, BrainChip, Human Factors International, SLP InfoWare, Gemplus, and Sagem. He started his career in the IBM Human Factors Labs.


He is also an avid cyclist with National and multiple California State Champion titles.

Ivan Fujihara

Chief Financial Officer

Ivan brings 25+ years in senior level management experience from a variety of technology industries.  His background includes accounting management, analytics and audit management for technology companies.  He has worked with companies such as THX, Ltd, Recruitology , Double Click, Creative Labs and more.  Ivan has also served on the board of Lincoln Families, a non-profit that supports East Bay children with the objective of disrupting the cycle of trauma and poverty.

Matt Rulis

Vice President of Sales

Matt is a marketing professional and has been managing marketing strategies, campaigns and environments for a diverse client base for over 15 years. From a service perspective, Matt and his team of Account Executives focus on fostering relationships to uphold a greater than 99% customer satisfaction rating year-over-year. Additionally, with extensive experience on the client-side of the industry, he understands that alignment between expectation and budget is paramount to a successful project. As a result, ProGlobalEvents' clients can expect a competitive advantage paired with top quality products and services. Matt is an avid fly-fisherman, enjoys most outdoor activities and is a true college football fanatic.

Tom Foley

VP of Operations

Heading the fabrication side of ProGlobalEvents is exhibit and event industry veteran, Tom Foley. For over 35 years he has been responsible for building amazing exhibits and environments for clients. Tom started out in the production area and has broad experience in project and operations management. He currently oversees production, warehouse, graphics and project management departments. Tom studied machine tool technology and welding before entering the industry. As a true "builder" he also enjoys restoring and modifying classic American cars.

Dick Wheeler


Dick serves as President of ProGlobalEvents and President of ProExhibits and is a board member of CEMA (Corporate Event Marketing Association). At ProExhibits he has been nationally recognized as an innovator and driving force in the fast-growing trade show exhibit and event industry. Under his leadership in 1997, the firm received INC magazine’s INC 500 award as one of America’s fastest-growing companies. His informative articles on developments and innovations in the trade show exhibit and event industry have appeared in national trade publications. Dick has a B.S. degree from Wittemore School of Business & Economics at the University of New Hampshire and has completed the Entrepreneurial Executive Leadership Program sponsored by MIT, YEO and INC. He is actively involved in Vistage, an interactive group of over 20,000 CEO’s and presidents worldwide and is a member of CEMA and EDPA.

Jody Tatro

Chief Executive Officer

In addition to being CEO of ProGlobalEvents, Jody is also the CEO of ProExhibits. With Jody at the helm, the company has been recognized repeatedly as one of the Top 50 Women Owned Businesses in Silicon Valley. She has set the outstanding client service standards for which the firm’s account management team is noted. Jody is a recipient of the YWCA’s Tribute to Women Award, the Junior League Community Volunteer Award and is listed in Who’s Who of Women in Business. Following her graduation from California Polytechnic State University in San Luis Obispo, Jody held various sales positions in several technology companies.