A virtual event—especially a large one—is like a giant jigsaw puzzle, except that the puzzle pieces each have the ability to wander off without warning. In addition to the myriad of potential technical glitches, the human error factor is enormous. Imagine a concert venue where every fan has their own, private version of the sound and light controls. Also imagine that the performing artist is unfamiliar with this particular stage and setup.

Gary Deamer, Director of Production at Leading Edge Training Solutions, is all too familiar with this scenario. His behind-the-scenes role involves managing both technical and human variables so that large-scale events, often spanning multiple time zones, presenters, and venues, run smoothly.

Not Your Typical AV Gig

Gary’s background was excellent preparation for his current role. A graduate of Temple University’s Film and Media Arts program, he has done high-end retouching and video production work, “including everything from corporate and social events to commercials and short films.” Early on, he worked with audio-visual (AV) production companies, which ultimately led to working at Leading Edge. In addition to hands-on production for large virtual events, Gary also leads the effort to find new production talent—a growing necessity during the pandemic.

“There are plenty of good AV people in the world,” he said, “but it’s hard to find that blend of technical and soft skills that makes a great hybrid or virtual event production person.” He went on to describe some of the traits that set Leading Edge technical production above the ordinary. “A lot of people know Zoom, especially over the past two and a half years. But they also need know how to communicate well and be calm when there’s a fire. They have to respond very calmly, and put the client at ease, while also fixing the problem.”

As more companies have shifted to hybrid and virtual event models, Gary’s team has grown considerably. “We’ve been through a long list of production people,” he said, “and even though that blend of skills is rare, we’ve been fortunate to build a core group of producers—both internally and contractors.”

Supporting the Client’s Needs

One of Gary’s team’s ongoing duties is to prepare trainers and team leaders to be effective in the new world of virtual events. “Getting clients prepared to present in front of a camera—at home—is a lot more challenging than you’d think,” he said. “There are a million distractions, and people aren’t used to setting up lights and microphones from the kits we ship them. So, over the last two and a half years, we’ve been teaching our clients production skills.” He noted that longtime Leading Edge clients have grown accustomed to the day-to-day exchange and are even becoming more production-savvy. “Now they’ve gotten used to high production values, and they know about things like three-point lighting and whether a shirt will create a moiré pattern or not.”  

A big part of the process is how Leading Edge helps plan large virtual events, including facilitating rehearsals. “We always block out enough time to rehearse for a big event,” he said. “At the beginning of Covid, virtual training and events exploded, so everyone experienced really steep learning curves. As subject matter experts, presenters are already in a high-stress environment. But now, as we’ve built in regular rehearsal time, they’ve gotten used to the rhythm. The world changed, and it’s been a process to get there, but now we’re at a point where our clients are comfortable doing things virtually.”

Expecting the Unexpected

Like all his fellow producers, Gary has experienced his share of last-minute surprises during a major event. This is especially true for their clients in the medical and pharmaceutical sectors. “The FDA is constantly updating information; their content is coming in at last minute all the time,” he said. At one event, fifteen minutes before the start time, they received an update requiring an entirely new deck for the second half. During a break, the team put up a countdown clock and some background music while they scrambled to load the new material and brief the presenter. “Those things happen all the time,” he said. “Our clients appreciate the fact that we can be flexible and make their lives easier.”

Many of Leading Edge’s virtual events involve panelists who are extraordinarily busy, such as physicians and medical key opinion leaders or KOLs. “Sometimes, their last-minute schedule changes mean they just can’t be there,” Gary noted. “Somebody else may show up or we may be given a name. We have to find that person at last minute, bring them into a breakout room, do a tech check, and then push them into the main meeting, while keeping everything else going. It keeps us on our toes.”

Virtual event platforms themselves are always changing, in ways that can be overwhelming or intimidating to participants. “If I see that someone is not engaging during an event, I reach out directly via a private chat, or during a break, and offer to help with their camera or whatever,” he said. “It’s not my job to accuse them of not paying attention. It’s my job to make sure they can turn their camera on, that they can be heard, and that they can type in or share visuals—things like that.”

It usually boils down to what Gary calls the producer’s “clear, calm voice” in the midst of the turmoil of a virtual event. “From the start,” he said, “I explain that we’re there to make their lives easier from a technical standpoint, to help increase engagement, and to let the presenters do what they do best.” Delivering on that promise is what makes virtual work.

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