Sample Webinar Roles & Expectations
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
PRIOR TO EVENT
- 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
DURING WEBINAR
- 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
POST WEBINAR
- 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
PRIOR TO EVENT
- Determine desired topic and objectives
- Secure content experts, presenters, panelists for virtual event
- Collaborate as needed with presenters and planner on pre-event documentation
DURING EVENT
- 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
POST EVENT
- Informs virtual event planner of any outcomes, issues, concerns, challenges, highlights, questions, etc that arose during the event
Lead Presenter | Co-Presenter | Panelist
PRIOR TO EVENT
- 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
DURING EVENT
- 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
POST EVENT
- 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
Sponsor
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.
PRIOR TO EVENT
- 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
POST EVENT
- 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.
PRIOR TO EVENT
- 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
DURING EVENT
- 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
POST EVENT
- Inform host organization and/or event planner of any outcomes, issues, concerns, challenges, highlights,questions, etc. that arose during the webinar
Tech Support
PRIOR TO EVENT
- Provides support for presenters/panelists to test virtual platform
DURING WEBINAR
- 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
POST WEBINAR
- Follows up with Event Planner to debrief technical challenges
