Introduction A common real-time method for sharing and watching video content is live streaming. Live streaming has grown to be a go-to resource for many people, whether they use it for entertainment, education, or personal expression. However, one of the most prevalent and annoying problems individuals run into while watching live streams is buffering. Buffering […]
Running a virtual or hybrid event is not as simple as just grabbing some headsets and microphones and jumping right in. There are many things you need to keep in mind before and during the event, and many people you will need to manage accordingly. You need various types of staff to run your event, and if you are organizing a hybrid event (with a live audience), then the staff requirements increase.
The first thing you need to do is create a staff list with all the roles that have to be covered, and then write up job descriptions for each role. It’s very important that everyone knows what their roles are, who they are accountable to, and how they should communicate during the event.
You can’t afford any confusion or misunderstandings at an international virtual event where people are paying good money to attend! So it’s best to make everything clear from day one.
Here are some of the most common staff members that you’ll need
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A project manager for your virtual event
Whether you are running a hybrid or virtual event, you need someone to be responsible for the entire project. It’s not something that can be done by an individual staff member because it involves many different aspects of production.
If your organization is made up of several people, then each one can take on a separate area of responsibility- but ultimately, somebody has to oversee the entire thing.
It’s best if this person is located in another country from where your event will be held, as they will have no distractions and won’t get caught up in day-to-day activities at the venue (and you don’t want any distractions!)
A technical producer
This is one of the most critical roles in any virtual event and should never be neglected. The technical producer is responsible for all the technology needed to run your event, and they also work closely with the project manager.
They must be someone who has experience working on many different types of events, as there are many variables that can come into play when organizing a virtual or hybrid event.
Perhaps you don’t actually want this person at the venue if it’s an international event because there will be lots of time zone issues and problems with people being late and not answering their emails etc…but you still need someone in this position clearly defined so that they can do their job properly from wherever they are located.
A coordinator on-site at the venue
If your virtual or hybrid event requires presenters (and most do)then you need someone on-site at the venue who can work closely with your presenter and technical producer.
The coordinator is responsible for making sure that everything runs smoothly during the live segment of the event, which includes checking in speakers, taking them to where they have to be, managing any problems that crop up etc…
This person must have a good knowledge of what’s happening during the presentation because they will have to explain anything that isn’t clear to your audience. In other words- this person should not be sitting back passively watching from their computer screen!
One or more camera operators for recording purposes
When it comes to almost any kind of event, you generally need someone who is responsible for recording events and uploading them onto the internet. There are many videos online that presenters don’t want the general public to see, so having your own cameraman will make sure this doesn’t happen.
The camera operator(s) need to know how to operate all the equipment they are using- especially if it’s not something that they’ve used before. They also need strong communication skills because they will be working closely with speakers at the event, and may sometimes even have to interact with the audience (if there is one).
A virtual host/ emcee
Many virtual events are held entirely online, which means there is no host, presenter or speaker involved. But if you are using an online platform to mix with a face-to-face event, then you will need someone who can manage the mixing of the two elements and make sure that everything runs smoothly.
It’s not always easy to find people who have good presenting skills because this kind of work is very demanding. It requires quick thinking, expert timing, and confidence in recording videos etc. A lot of people just aren’t cut out for it! So you may have to enlist several virtual hosts until you can find the right person for the job.
If your event involves moderators asking speakers questions during presentations, then you need to clearly define this role and who is doing it.
It’s important to have a good communication system in place so the moderator can ask the speaker their questions via chat, phone or even text if necessary. The presenter should be made aware of any possible delays that may happen because of this communication method- which could cost them valuable time during their presentation.
A social media moderator plays a key part too as they will have to manage all interactions between speakers from different locations with the audience from throughout the world.
They’ll also play a massive part in moderating Q&A sessions with presenters where people from all over the world are asking questions and making comments about what has been presented. This kind of work requires good communication skills, quick thinking, patience and the ability to handle unusual situations!
Technical support team
You need technical support teams who can work closely with presenters and your on-site coordinator to make sure everything runs smoothly.
If you’re planning an event like this then it’s very important that everyone is working together and knows each other well because the last thing you want is any confusion or misunderstandings when things get hectic.
This support team needs to be willing to go the extra mile for presenters… at all times of course, even when they are stressed or tired. This level of commitment will ensure that everyone enjoys the event (including you!) and leaves with a great impression of what you’ve created for them!
Apart from working closely with the presenters and coordinators, this team should be available to respond to questions from participants through emails as promptly as possible. And if you have a live chat service on your website, then the technical support team will need to be available for this too.
Note that your support team must be willing to work in a flexible manner because most events are 24/7 and in different time zones. So, if someone needs time off or is unable to come online for any reason, there should always be sufficient cover.
The best events are made possible by great people who work hard and care about their jobs. Choose your team carefully, and your virtual or hybrid event will be a great success!