Planning a virtual event can feel like juggling flaming torches while riding a unicycle. But after six years of running our Leap events, we’ve learned a thing or two about what it takes to make a virtual event not only successful—but fun, engaging, and incredibly helpful for your audience.
Whether you’re planning your first online summit or leveling up your webinar game, here’s a peek behind the scenes at how we run virtual events at Ecamm (including all the tools, workflows, and lessons learned from this year’s event, Leap Into Video).
What Is Leap Into Video?
Leap Into Video is Ecamm’s annual virtual event series designed to help creators, entrepreneurs, business owners, and video pros build better video workflows. Since 2020, we’ve brought together thousands of attendees and hundreds of speakers to learn everything from live streaming and podcasting to live selling and production.
This year, our theme was simply: Video. We structured the event over three jam-packed days:
- Day 1: Pre-Production & Planning – Strategy, storyboarding, scripting
- Day 2: Production – Gear, live-to-tape setups, studio workflows
- Day 3: Post-Production – Editing, repurposing, and marketing your video content
Each session was 30 minutes with a 15-minute Q&A, making it fast-paced, engaging, and easy to follow live or on replay.
Tools & Platforms That Made It All Work
Let’s break down our tech stack and the platforms that helped bring Leap Into Video to life:
Zoom Events + Ecamm = Dream Team
We partnered with Zoom Events, which gave us a sleek event hub with:
- A lobby for community chat
- Direct messaging
- Session registration & reminders
- Speaker bio & info
- Built-in Q&A, polls, and backstage access
Unlike traditional webinars or meetings, Zoom Events offered a more immersive event experience—complete with defined backstage areas that made speaker management seamless.
Pro Tip: If you’re already using Ecamm for Zoom, adding Zoom Events is a game-changer for delivering a high-end virtual conference experience.
Ecamm Live
We ran every session using Ecamm Live, giving us full creative control, studio-quality video, and a polished production feel. Because Ecamm integrates directly with Zoom, we were able to easily bring in overlays, lower thirds, multicam angles, and branding without any extra post-production. Plus, all of our speakers are Ecamm pros, so it couldn’t have been an easier process for us.
Castmagic + Notion = Instant Guidebook
Every session was recorded and sent through Castmagic, which turned the transcript into:
- Session summaries
- Key takeaways
- Discussion prompts
- Bonus resources
All of that was then linked in a Notion-based virtual guidebook, creating a resource-packed replay portal for attendees. Huge time saver!
Clip Tools for Repurposing
We also used tools like OpusClip and Taja.ai to turn long sessions into short, shareable video clips for YouTube, social media, and even email marketing—an area we plan to optimize even more next time.
The Content Strategy: Build a Journey
One of our biggest priorities each year is making the event feel like a cohesive experience—not just a string of random webinars.
We build the agenda like a journey:
- Start with the audience’s pain points.
- Identify the outcomes they want.
- Map sessions in a logical flow—from beginner to advanced, from idea to implementation.
We personally invite speakers based on how they fit into that journey. Every presenter is selected with a specific topic and outcome in mind. We also meet with each speaker ahead of time to make sure that they’re comfortable with the tech and format.
This intentional curation ensures every session delivers value—and that attendees walk away with a complete roadmap, not a patchwork of ideas.
Lessons Learned from Running Virtual Events
After six years and hundreds of sessions, here’s what we’ve found works best:
✅ Keep Sessions Short & Interactive
30 minutes of content + 15 minutes of Q&A is the sweet spot. It keeps attention high and encourages audience interaction without overwhelming them.
✅ Plan for All Experience Levels
Our audience ranges from DIY creators to pro producers. Offer a mix of beginner-friendly tips and advanced workflows—and be intentional about tagging content by skill level.
✅ Create Backstage Moments
Give your speakers a quiet space to check tech and feel supported. With Zoom Events’ backstage area, we can greet speakers, answer last-minute questions, and do a quick mic check before they hit the main stage.
✅ Focus on Content First
Events are more than just lead gen—they’re opportunities to learn from your community. We walk away with tons of insight each year about what our audience cares about most and that’s what we work hard to provide them with year after year.
Templates, Tools & Takeaways
Here’s a quick breakdown of our event workflow and tools:
| Task | Tool |
|---|---|
| Video production & streaming | Ecamm Live |
| Event hub & live sessions | Zoom Events |
| Scheduling & task tracking | ClickUp |
| Speaker prep & communication | Email, Slack, & Zoom Events tech checks |
| Content processing | Castmagic |
| Guidebook creation | Notion |
| Repurposing short clips | Opus Clip, Taja.ai |
Want Access to Leap Into Video Replays?
We’ve now got six full years of replays available in our Leap Replay Pass, packed with hundreds of videos from the world’s top creators, producers, podcasters, and marketers. If you’re serious about growing your video skills, it’s a goldmine.
Ready to Host Your Own Virtual Event?
Here’s your quick-start checklist:
- Define your audience’s biggest video challenges
- Map out a 1–3 day content flow (Pre, Production, Post)
- Choose a platform that supports your needs (Zoom Events FTW)
- Hand-pick speakers who fit the journey
- Prep with tech checks, clear speaker instructions, and session guidelines
- Use tools like Ecamm, Castmagic, and OpusClip to automate and repurpose
And if you want to see what that looks like in action, join us for the next Leap Into Video! We’d love to see your face in the virtual crowd.
