The global virtual events market is growing at a 23.7% CAGR and is projected to reach $504 billion by 2030, according to Grand View Research. At the center of that growth are webinar production companies, virtual event agencies, and in-house event teams running dozens to hundreds of online events per year for corporate clients, associations, and marketing departments. Yet despite this scale, the operational infrastructure of most virtual event businesses remains lean — often a team of 2–5 producers manually managing the speaker, sponsor, attendee, and technical workflows for every event.
Virtual assistants trained in event production are changing that equation, enabling production teams to scale event volume without proportionally scaling headcount.
The Production Burden Behind Every Virtual Event
ON24's 2025 Webinar Benchmark Report found that B2B companies running 12 or more webinars per year are producing an average of 34 events annually — up from 22 in 2022. For a production company managing client webinars, each event involves:
- Initial tech platform setup (Zoom Webinars, ON24, Hopin, Bizzabo, or GoTo Webinar)
- Speaker onboarding: collecting bios, headshots, slide decks, and coordinating rehearsal sessions
- Attendee registration management and pre-event communication sequences
- Live event technical support coordination
- Post-event recording processing and distribution
- Follow-up email sequences and survey distribution
- Sponsor deliverable coordination and post-event reporting
Bizzabo's 2025 Event Industry Report found that event producers spend 58% of their time on pre-event logistics and communication — tasks that are largely repeatable, process-driven, and delegatable to a well-trained virtual assistant.
What a Virtual Events VA Handles
Event tech setup. VAs configure webinar platforms per production specs — building registration pages, configuring poll questions, setting up breakout rooms, scheduling automated reminder emails within the platform, and testing audio/video configurations pre-event.
Speaker coordination. VAs send speaker invitations, manage confirmation workflows, collect bio and headshot assets, distribute slide deck templates with deadlines, schedule and send rehearsal calendar invites, and follow up on outstanding deliverables. For multi-speaker panels, VAs maintain a speaker tracker spreadsheet across all active events.
Attendee communication. VAs manage registration confirmation emails, 7-day and 24-hour reminder sequences, day-of joining instructions, and post-event thank-you emails with recording access links. For high-attendance events, VAs also handle individual registration questions and access troubleshooting.
Follow-up sequences. Post-event, VAs execute the follow-up content workflow: distributing recording links to registrants, sending slide deck downloads, deploying NPS or satisfaction surveys, segmenting attendees by engagement level for the client's CRM or marketing automation platform, and compiling attendance and engagement reports.
Recording distribution. VAs download and organize event recordings, create chapter timestamps, upload to hosting platforms (Vimeo, Wistia, YouTube), and distribute access links to sponsors, speakers, and registered attendees.
Sponsor communication. VAs manage sponsor deliverable checklists — logo collection, promotional copy, speaking slot confirmations — and provide post-event reporting packages including attendance data, recording metrics, and survey results.
Operational Efficiency at Scale
ON24 benchmarking shows that virtual event production teams using dedicated VAs for pre-event logistics run 2.4x more events per full-time producer than those managing all workflows in-house. For a production company billing $3,000–$8,000 per event, that multiplier translates directly to revenue capacity.
A production company running 40 events per year at $5,000 average billing generates $200,000 in annual revenue. With VA support enabling a single senior producer to manage 80 events per year, revenue potential doubles to $400,000 without adding senior staff — at a VA cost of $1,500–$2,500 per month.
Bizzabo's 2025 data found that events with structured pre-event communication sequences — coordinated by dedicated event coordinators or VAs — showed 22% higher attendee show-up rates and 31% higher satisfaction scores compared to events with manual, ad hoc outreach.
Integration With Event Tech Stacks
Virtual event VAs need platform fluency to deliver value. Production companies should assess VA competency on their specific tech stack before onboarding. Common platforms include Zoom Webinars, ON24, Hopin, Bizzabo, GoTo Webinar, Eventbrite, Mailchimp, HubSpot, and ActiveCampaign for post-event follow-up sequences.
Onboarding a VA into an event production operation typically takes 2–3 weeks for single-event workflows, with full independence on multi-event management achievable within 45–60 days.
Client Confidentiality and Data Handling
Virtual event production VAs handle client attendee data, which may include contact information, employer data, and engagement analytics. Production companies should ensure VAs operate under data processing agreements compliant with applicable privacy regulations (GDPR for EU attendees, CCPA for California-based registrants) and that attendee data is stored only in authorized CRM and event platforms.
Hire a virtual assistant for your webinar or virtual events operation.
Sources: