Event Smarts

Building Better Webinars and Virtual Events

Virtual Event Management Roles and Responsibilities

April 8 2021 / by Karen Mares

Filed under: tools and tips, virtual events

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Staffing your virtual events and webinars takes some planning. It's hard to plan when you aren't even sure what your event staff is supposed to be doing. We're here to break down the virtual event management roles and responsibilities, and help you develop an event staff training and implementation roadmap.

Virtual Event Roles

The following are common virtual event management roles and responsibilities. Depending on the size of your virtual event, you may find adding multiple staff members to each role is necessary to ensure adequate coverage. The good news? You can design your event around staffing in whatever way works best for your situation.

Organizer

The event organizer is similar to a project manager or team lead. Generally, the event organizer oversees the development and implementation of the event's goals, strategy, development, execution, and wrap-up. The tasks involved could include:

  • Event development — deciding on strategy, topic, goals
  • Event scheduling, rescheduling, canceling, and communication
  • Setting a timeline and planning task deadlines
  • Procuring presenters
  • Event agenda
  • Assigning event roles and facilitating communication with stakeholders
  • Registration form/page aligned with company and event branding
  • Logistics, including management of event technology and IT support
  • Assessing event staffing needs and any training necessary
  • Promotion strategy — creating and implementing social media and email campaigns
  • Monitoring registration and waitlists
  • Coordinating presenter needs, e.g., training/coaching
  • Ordering additional services, such as closed captioning and other accessibility options, based on registrant requests
  • Running an event rehearsal to test technologies and address any concerns
  • Day-of availability for troubleshooting and assistance
  • Post-event recording management, reporting, and analysis

Organizing and overseeing virtual events isn't for the faint of heart! There are still many moving parts to account for, so making certain you have reliable technology and professional event staff is a key success factor.

Moderator 

Event moderators can wear several hats during the live event, and because they have direct interactions with both presenters and attendees, professionalism, a calm demeanor, and decisiveness are important skills for them to have. Moderator tasks could include:

  • Coordinating with the event organizer on expectations and duties
  • Attending the event tech rehearsal/run-through 
  • Welcoming presenters and testing access, audio, and visual elements
  • Queueing presentation materials, including slides and video
  • Starting the broadcast/webinar
  • Acting as host and/or emcee for attendees, including verbal and in-chat expectations for engagement, how to request assistance, keeping the event's agenda on track, and announcing breaks
  • Facilitating attendee/presenter Q&A and panel discussions
  • Technical and connectivity assistance for registrants 
  • Monitoring the event's chat functions and content
  • Wrapping up and ending the broadcast/webinar
  • Communicating with the organizer before, during, and after the event to report any issues

Presenter(s)

Ah, the talent. A virtual event is just a basic meeting without a stellar, engaging presenter. Good presenters are thought leaders and/or subject matter experts who prepare engaging presentation materials and are either well-versed in your event tech or comfortable being trained. Presenter tasks may include:

  • Developing the topic outline and content
  • Preparing accessible presentation materials
  • Developing an audience engagement strategy
  • Testing your on-site space and equipment for lighting, background noise, connectivity, technology, and backdrop 
  • Practicing your presentation delivery
  • Coordinating with event staff, including:
    • Deadlines for support materials, such as headshots/bios
    • Attending event rehearsal
    • Day-of pre-conference

Other Roles You May Want on Your Event Team

Speaker/Presentation Coach

Regardless of whether your presenter is an old pro or they're new to presenting in a virtual event, invest in training for your speaker to help them be comfortable and relaxed during their presentation.

Sales/Marketing - Including Graphics

Tap your sales and marketing teams to help you cultivate sponsorships and develop marketing materials to support your promotional efforts. Post-event, involve your sales team in identifying qualified leads from the data gathered.

Audio/Visual Specialists

Having a crew to assist with lighting and audio design, as well as equipment setup and training can help your event go smoothly and look professional.

Reporting/Data Specialist

Post-event reporting and analytics is a key part of the virtual event lifecycle. Taking the data collected and creating meaningful reports helps shape future programming, refine target event audiences, and evaluate ROI. Specialists with Power BI experience can be especially helpful for data visualization and presentation.

You Don't Have to Go It Alone

Did you know that EventBuilder offers professional virtual event services and management? Add us to your virtual events team roster and scale up your webinar and virtual event programming. From event development and technical assistance to training and support, you'll pull off your high-stakes virtual events without breaking a sweat. Schedule a free consultation with us and find out more.

Topics: tools and tips, virtual events

Karen Mares

About Karen Mares

Karen is an Event Producer and the Content Creator here at EventBuilder. She's also a wife, mom, singer, and history nerd.

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