The roles your team needs to fill to create a successful virtual event
The world of virtual events offers a unique way to showcase your brand and create a lasting impact on any audience, big or small, local or worldwide. And while venturing into this territory for the first time might seem intimidating, successful virtual events really come down to one thing: a well-equipped team.
Just like any great in-person event, a team that understands their roles and responsibilities will take a virtual event from the mundane to the memorable. From pre-event to the day-of execution, these roles are what keep the event moving forward and on the right track. They create a sense of accountability to the rest of the team and to the client to ensure that every step of the process goes according to plan – from the first day of planning through the end of the event.
In planning our own events, we’ve created eleven unique roles that contribute to a successful experience for the rest of the team and the client. These roles clarify the exact individual in charge of each of the necessary responsibilities, ensuring that the team stays as efficient as possible when planning the event.
Some roles require planning weeks or even months ahead of the event while others simply require the individual to execute their role that day. It’s the job of the event lead or event planner to delegate tasks in a way that draws on the skillset and the experience of each individual, putting them in a role that they feel equipped to handle.
These are the eleven roles we use for our events and have found to be most effective:
As the brains behind the operation, the Producer ensures that everything runs according to plan during the event itself. Clear communication with the Host, Platform Operator, and A/V Producer is key for this individual.
As the face of the entire event, the Host has the job of interacting with the audience on screen as well as moderating, entertaining, or educating, depending on the requirements of that specific event. The Host should have open communication with many of the other team members leading up to the event so that everything runs according to plan.
Virtual events are nothing without a reliable platform to host them on. Whether it’s Zoom, Microsoft Teams, or any of the other options out there, these platforms all attempt to create an environment that is both easy to navigate and enjoyable to be a part of. The Platform Operator should have a clear understanding of how that specific platform is used and should be able to utilize it to its fullest capabilities during the event.
This team member is in charge of the audio and visual elements being viewed by the audience. The individual in this role should ensure the technology has been tested prior to the event and be equipped to troubleshoot any audio/visual issues that might arise during the event.
Nothing sets the tone of an event better than a good song. The DJ role is essential to creating an environment that is exciting to those tuning in online. Whether it’s at the start of the event or during an engaging activity, background music is never a bad idea. However, ensuring it’s at the right volume and not overpowering to the listener is another necessary part of the DJ role.
From the presenter’s slides to any videos being shown on screen, it is the Visual Coordinator’s responsibility to make sure everything looks good, is spelled correctly, and is formatted properly, prior to the start of the event.
While the Visual Coordinator is responsible for slides and videos, the Set Designer is in charge of everything else being viewed by the audience. This usually includes the lights and set pieces around the Host that contribute to the aesthetic needed for that particular event. This individual should be creative and have the ability to design a set that looks appealing not just in the studio but also for the virtual audience viewing it online.
The Scorekeeper works alongside the Game Master to keep track of points earned by audience members throughout the event. They’re also in charge of communicating any prize winners with the Host and/or the client.
Virtual games are the best way to engage an online audience, and the Game Master’s job is to make sure these run smoothly. Prior to the event, the Game Master should have a clear understanding of how the game will go and should update the Host on any specific details they should communicate to the audience.
In the past, we’ve had the opportunity to host clients in our studio during the event. This gives them the chance to see our team in action, give their input, and ultimately view the successful event come together. The Hospitality team member simply ensures that the client’s experience in the studio is as enjoyable and seamless as possible, from their drive in to the time they leave at the end of the event. This includes giving them logistical instructions of how to get to the location as well as offering them a small gift, snack, or beverage when they arrive.
Zoom Wall Coordinator
This unique role is one that exponentially enhances the experience of a virtual audience (specifically when utilizing Zoom as the platform) by giving the host a way to directly interact with the audience on screen. Utilizing a computer connected to a separate TV screen displayed next to the Host, this team member keeps the Zoom window on “Gallery View” so that the Host can view all participants (and the chat) at the same time.
These roles will undoubtedly make your team more efficient and effective as you plan and execute your unique event. But you should by no means feel pressure to fill all eleven roles with different people. Oftentimes, we assign multiple roles to specific individuals.
For example, the requirements of the Visual Coordinator role are primarily accomplished prior to the event, meaning this individual could easily take on the role of Scorekeeper or even A/V Producer during the actual event. By assigning multiple roles to certain individuals, our team is able to stay even more efficient during the event, as there is never too much “downtime” for any one person.
Once team members gain more experience working in these different roles, handling them at an event will become second nature and allow for even fewer team members needed to pull off a successful experience.
The greatest part about defining these eleven roles for our team has been the way it keeps us on track as one cohesive unit. This has been especially useful in the pursuit of our mission to create events that people love, and we hope it is equally as beneficial for you!
If you give these a try, drop us a comment. We’d love to know!