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