Top Tips for Taking Care of Talent

As a line producer, one of my key responsibilities is holding the line — between vision and budget, between client and crew, and yes, between talent and production. In digital events, where the pace is fast and the format is fluid, talent often shows up to a virtual set with little context and a lot of pressure to deliver.

My job? Make sure they’re not just on time and on frame, but that they feel supported, confident, and ready to shine.

Digital events may not require trailers or crafty tables, but the care and coordination behind the scenes are just as critical. Here are my go-to strategies for taking care of on-camera talent in virtual productions.

1. Prep Isn’t Optional — It’s Everything

Tech checks, pre-calls, and detailed rundowns can make or break a remote appearance. Even experienced speakers need a walkthrough. Do they know where to log in? Do they understand the run of show? Do they know how to toggle screen share if needed?

Pro Tip: Always schedule a separate tech check day. Even if talent says they’re “good with Zoom” when you request orientating them to vMIX, you’d be surprised how often basic issues trip people up.

2. Over Communicate — Then Simplify

In digital events, there’s no physical crew to rely on. Talent is often alone in a room, and you’re their lifeline. Send clean, easy-to-follow instructions. Use bullet points. Include time zones. Confirm links. Then follow up with a reminder on the day of.

Bonus: A single call sheet or calendar invite with all the links and call times = gold.

3. Make Them Feel Look-Good-Ready

Lighting, framing, and audio are everything on camera. Offer basic guidance (and gear if needed). Some productions ship out ring lights, lav mics, or backdrops — but even without that, you can suggest window placement, clothing tips, and webcam angles.

Key Tip: Always do a framing/lighting check in your tech run-through. And encourage headphones—always.

4. Create a Calm Virtual Green Room

Just like on set, talent needs a buffer before going live. Use a private virtual “green room” with a producer or moderator to ease them in. Confirm timing, answer last-minute questions, and most importantly — create a relaxed, confident energy before the curtain goes up.

5. Respect Their Schedule

It’s easy to assume digital = easy access, but talent is often juggling multiple virtual events, meetings, or shoots in a day. Be punctual, and keep segments tight and respectful of their time. Always build in a 5–10 min cushion just in case.

6. Stay Calm, Even When Tech Isn’t

If something goes wrong — and let’s be honest, it will at some point — your job is to keep talent calm and focused. Whether it’s a Wi-Fi issue or a platform hiccup, reassure them you’re working on it and give clear next steps or alternatives.

Mantra: You’re their anchor in the storm.

Wrap With Appreciation

Once their segment is done, don’t just say “you’re clear to leave.” Thank them. Let them know how their presence elevated the event. A short thank-you email after the fact with a screenshot or a clip of their appearance goes a long way toward building long-term relationships.

Final Thoughts Virtual doesn’t mean impersonal. When we take the time to support talent in digital spaces with the same level of intention and care we’d show on a physical set, the quality shows — on screen and behind the scenes.

Because when talent feels supported, the whole event runs smoother. And in digital production, smooth is the new spectacular.

Layne Arnold is an accomplished Line Producer with extensive expertise in digital events and production management. At Adobe, she serves as the Lead Line Producer for Digital Events, where she orchestrates comprehensive production workflows from concept to delivery for global virtual experiences. Her leadership ensures seamless coordination between creative vision and technical execution, maintaining broadcast quality while overseeing resource allocation and production timelines. Connect with Layne Arnold on LinkedIn.