The Seven Most Important Virtual Event Staff Positions Your Event Needs
No matter the size of the virtual event, one key component is partnering with vendors like EPMC for all the behind-the-scenes staffing needs as we guide clients like Exabeam and Hamilton Families to virtual event success.
You probably have staffing for your face-to-face conferences and events down pat, but what about the staffing structure for your virtual events? It’s hard to plan when you aren’t certain what your event staff is supposed to be doing, and what roles are critical for a virtual event. The value of face-to-face interaction will never go away, but there are times when going virtual is a necessary part of your event program.
Below is a list of the top seven positions any robust virtual event should include; with these roles on your team, you will be positioned to have an outstanding event.
First, a word of caution: The downfall of many virtual events is the inherent trust that the virtual platform is both comprehensive and turnkey. We have seen countless salespeople sell their platform as if the client will hardly have to touch it. Keep in mind that the platform provides merely the framework for your event. In other words, think of a platform like renting a venue. You are still in charge of the installation, staffing, and building out the space. However, unless you have the technical chops and time, you will want experienced support to bring it all together.
The seven virtual event staffing positions you need:
The Event Producer—whether your event is live or virtual, the event producer is an indispensable role; offering full oversight of the program from start to finish. They act as the client’s main point of contact; overseeing the entire production team and keeping the project on track, within budget, and accountable to the timeline.
The Technical Director—manages the A/V crew, identifies the necessary software and hardware to push content to virtual attendees, and creates a cohesive experience for attendees. They are the show caller, directing each cue to the rest of the team, including the graphics and video operators, to ensure the event runs like clockwork.
The Stage Manager—responsible for wrangling the talent, i.e. your speakers and performers. They work one-on-one with the audience-facing presenters to ensure they look and sound their best. Before the event, they are responsible for running technical checks, they assist with a presenter’s lighting and audio, scriptwriting for the master of ceremonies (MC) as needed for both live and pre-recorded content.
The Platform Manager—in charge of putting all content onto the host platform; including agenda, speaker photos and bios, graphics, and embedded software for engagement like attendee polls.
Event Planner—responsible for all logistics and scheduling for a virtual event, this position is crucial to ensure the many moving parts of your event are tied together seamlessly. Taking notes on calls, following up on action items and organizing the team, your planner acts as the backbone of your events team.
Help Desk Support—supports the overall attendee experience by answering questions and helping attendees navigate the platform.
Room Facilitators—direct liaison to the speaker or talent, this person is positioned in the virtual breakout room of an event to help facilitate day-of transitions. They are not at the caliber of your stage manager, but they do hold the keys to the virtual event room while the event is in progress, by welcoming your speaker, monitoring the chat, and escalating any problems.
You may also want to consider the following roles:
Speaker / Presentation Coach
Reporting / Data Specialist
Graphic Designer
Web Designer
Whether you have an ongoing series of meetings, events, or conferences, one thing is certain: you need qualified event staff to execute your plans.
Is it Time to Hire Out Your Virtual Event Management?
Along with our live event offerings, Kennedy Events can also provide professional services and management for your virtual events. From event development and technical assistance to training and support, we’ll help you pull off that high-stakes virtual event without breaking a sweat. Schedule a free consultation with us and learn how you can scale up your virtual event programming by adding Kennedy Events to your team roster.
PAIGE BUCK
Paige Buck is the co-owner of Kennedy Events, a large-scale event management company based in San Francisco, Los Angeles, and New York City. Our team creates stress-free conferences and events with a positive impact, which allows our clients to resonate with their audience. Kennedy Events specializes in producing flawless product launches, award ceremonies, fundraisers, and multi-day conferences while keeping our eye on retention and engagement goals.
About Kennedy Events
Kennedy Events began with one goal in mind—to produce high-level corporate events with just as much strategy as style. Maggie founded the company in 2000, found her match in Paige, and in 2011 the two became official partners. Since then, these two resourceful and brilliant creatives have pooled their strengths to build one one of the most the most sought after corporate event companies in San Francisco, New York, and Los Angeles.
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