Blog FPO

Sample Webinar Roles & Expectations


Following are the roles to consider when hosting a virtual event - from meetings to webinars to conferences. The needs of each type of event will vary and the size of the audience and engagement tools also make a difference. This list of roles may be filled by one person wearing many hats, or by many individuals. 

  • Virtual Event Planner / Virtual Event Specialist
  • Host Organization
  • Lead Presenter | Co-presenter | Panelist
  • Sponsor
  • Chat Moderator
  • Tech Support

Virtual Event Planner / Virtual Event Specialist


  • Provides, as needed, collaboration platform for presenters/panelists to provide event information such as final title, description, event type (meeting / webinar) and specific needs, pre-work items, presenter names and profiles/bios, learning outcomes, participant polls, event reminders, post-event surveys
  • Sets up virtual event platform, inclusive of the items mentioned above, as needed
  • Shares out to all involved presenters/panelists necessary access links
  • Provides presenters/panelists with best practices for virtual events
  • Provides support for presenters/panelists to test virtual platform
  • Markets event
  • Updates rotating slide deck with proper webinar title name, presenter name(s), date, etc; ideally this is converted to a video file


  • Signs on 10-15 minutes before webinar or as deemed appropriate with presenters if they need additional prep time
  • Begins rotating slides and opens event to attendees approximately five (5) minutes before event start time
  • Assists in managing participant admittance as needed
  • Provides support as needed throughout event, mostly behind the scenes, to support technology challenges of presenters or attendees


  • Edits event recording for future use
  • Edits chat text for future use
  • Sends final recording access and chat text access as appropriate to attendees
  • Sends survey to participants
  • Summarizes surveys and provides to presenters, hosts, etc
  • Provides presenter and sponsor with attendee list or other agreed-upon items

Host Organization


  • Determine desired topic and objectives
  • Secure content experts, presenters, panelists for virtual event
  • Collaborate as needed with presenters and planner on pre-event documentation


  • Signs on at least 5-10 minutes before scheduled start time of event
  • Represents organization
  • Welcomes attendees
  • Refers to slide deck for engagement options (ask questions, chat, raise hand)
  • Introduces presenter/expert/panelists/sponsor
  • If multiple presenters or panelists, help manage transitions and introductions, timing, etc
  • Launch polls as needed during event
  • Thank presenter/expert/panelists/sponsor; thank attendees and close out event


  • Informs virtual event planner of any outcomes, issues, concerns, challenges, highlights, questions, etc that arose during the event

Lead Presenter | Co-Presenter | Panelist


  • 90 days out (or more): Provides title, learning objective(s), session description and any other details for marketing the event 
  • 30 days out (or more): Provides any post-event survey/evaluation requests
  • 30 days out (or more): Complete additional event information such as post-webinar URL, polls for during event, content outline, and any other special needs or requests presenter has for the event
  • Prepare/revise/refine content


  • Sign on at least ten (10) minutes before scheduled event start time
  • Present content according to agreed upon method and timeframe
  • Answer questions, provide information, or respond to prompts as asked
  • Share talk time with other presenters/panelists as agreed upon
  • If moderating a group of panelists, other management tasks may be involved
  • Answer relevant questions from attendees
  • Respond to chat discussions


  • Share any slides, documents, links or other follow-up information post-event with event planner or organization host
  • Inform event planner or host of any outcomes, issues, concerns, challenges, highlights, questions, etc. that arose during the event


As a sponsor role may vary from presenting content, moderating a panel, or representing the sponsor, a variety of different pre/during/post webinar items may need to be considered. To reduce repetitive information, we are addressing a non-presenting, non-moderating sponsor in this section. For a sponsor that is presenting or moderating, see the other virtual event responsibilities in the previous sections.


  • 90 days out (or more): Provides host organization with appropriate collateral, logo, links, images, etc for marketing purposes
  • 30 days out (or more): Provide draft/preview of sponsor pitch to host organization
  • 7 days out: Revise/refine sponsor pitch; if not doing a live pitch, must submit video/slides/file for pitch to the host at least fourteen (14) days in advance

DURING EVENT (if/as needed based on sponsor agreement terms)

  • Sign on at least five (5) minutes before scheduled start time if needed at beginning of webinar for sponsor introduction
  • NOT required to remain on webinar entire time
  • Sign on at least fifteen (15) minutes before scheduled END time of event, if needed, for sponsor pitch
  • Deliver sponsor pitch


  • Share any follow-up information post-webinar with host organization to disseminate to attendees
  • Inform host organization of any outcomes, issues, concerns, challenges, highlights, questions, etc. that arose during the webinar

Chat Moderator 

During a virtual event, the chat moderator may have a variety of responsibilities for engaging attendees in the chat area with relevant prompts and questions, voicing chat comments, providing examples of networking prompts, etc.


  • Determine with host organization what the specific needs of the chat moderator will be for the event
  • Understand the general content flow and context
  • Review or prepare in-event prompts and questions for the chat area 
  • Determine when and how to bring chat room items to the attention of the presenter


  • Welcome individuals
  • Share chat tips with participants
  • Encourage participation
  • Post prompts or questions as agreed upon
  • Acknowledge, respond to and engage with chat discussions
  • Bring chat room items forward by voicing posts for others to hear (all attendees may not be viewing chat)
  • Lift up key questions in chat room to presenter at appropriate, agreed upon times


  • Inform host organization and/or event planner of any outcomes, issues, concerns, challenges, highlights,questions, etc. that arose during the webinar

Tech Support


  • Provides support for presenters/panelists to test virtual platform


  • Signs on 10-15 minutes before webinar or as deemed appropriate with presenters if they need additional prep time
  • Provides support as needed throughout event, mostly behind the scenes, to support technology challenges of presenters or attendees


  • Follows up with Event Planner to debrief technical challenges

Post-Pandemic Life Invitation

None of us are left untouched by pandemic possibilities.

Read More >
By: Jim Thompson | Jan, 15 2021

Don’t Fail to Plan

When you think of meal planning, the old saying really rings true here. “If you fail to plan, you plan to fail.” And that statement couldn’t be more true when it comes to making good choices with your food intake.

Read More >

Gardian of the Month: Kate Pojeta

​Kate Pojeta, Event Garde’s Director of Meetings & Technology, is our Gardian of the Month.

Read More >
By: Sarah Sain | Jan, 8 2021

Why You Should Prioritize and Plan for Rest

We live in a society that places value on always moving, going, doing and working. Even when the pandemic began nearly a year ago and many people were restricted from going anywhere or doing much of anything, the mindset of needing to be busy all the time persisted – albeit remotely. Add to that the fact that we’re all connected through our screens 24/7, and it’s leaving us mentally exhausted and chronically stressed.

Read More >
By: Mark Gray | Jan, 5 2021

The Health Challenges of Remote Working

Remote working has become the norm in the wake of the coronavirus pandemic. With workplaces the world over forced to close their offices, those who could turned to the sanctity of their own homes to go about their working day.

There are many benefits to a career spent at home, but it’s hard to argue there aren’t also downsides to this kind of life – especially when it comes to both physical and mental health challenges.

Read More >
By: Angela Pelc | Jan, 1 2021

It’s January 1, 2021, What Now?

Long time HBA Moderator Angela Pelc has all the answers on how to make 2021 so much better than 2020! Improve your health, get fitter, sleep better, stay motivated. How can you achieve all this and more? Well…she’s got one answer. And it’s not an easy one.

Read More >