Sample Webinar Roles & Expectations

Last extensive update: June 23, 2020, 8:30am

 

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