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Meet the team: The components of a great webinar team

Employees working through a digital webinar
If you’re looking for the most effective method of communicating and connecting with clients and customers, you absolutely must have a webinar program at your company.

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If you’re looking for the most effective method of communicating and connecting with clients and customers, you absolutely must have a webinar program at your company. Webinar events (or hybrid webinar events) are an excellent way to get direct connections with clients, employ customer success management, perform lead generation and gather vital analytic data on your customer base. They’re also a great interactive training tool for your team. 

However, trying to take on all the responsibilities of making a webinar on your own is a daunting task. It’s much easier to assemble a crack team to help you – from moderators to designers to, of course, the speakers themselves. We will analyze all the different roles you can bring to bear to help you find easy webinar success. 

First considerations

Before we start breaking down all the different team members you’ll want at your side to put on amazing webinar events, it’s important that we answer a few questions about your plans, and realistically, what your capabilities are. 

Firstly, you’re going to have to consider size. If you’re a small company, webinar creation will be a solo endeavor. If your company is large enough to have a dedicated webinar marketing division, you’ll have more leeway to form your own team.

Another thing to consider is the kinds of events you will be hosting. This piece will be assuming an online live webinar. However, there are also hybrid webinars, featuring a physical event broadcasted on a webinar platform. 

On to the team!

The following are just some of the roles that you can consider to simplify the task of creating webinars. It should be noted, of course, that many of these roles can and do overlap. Feel free to mix and match accordingly, to ensure easy webinar creation for your company. Look at these roles as more of a checklist of tasks for you to fill rather than a hard set of rules. 

Webinar program manager

A webinar program manager is essential to easy webinar creation. They’re responsible for organizing the whole team and keeping everything running smoothly and on schedule. As a manager, they’ll give instructions to the other team members, find the speakers and make sure that the company has an appropriate webinar software platform for live events.

The webinar program manager is generally also the one responsible for marketing the webinar and giving updates to its schedule. They ensure that every attendee is informed about the webinar, has access to any relevant links and shows up at the allotted time. 

It is also the job of the webinar program manager to do follow-ups with all the attendees and speakers after the webinar is over. This includes providing downloaded versions of the webinar as well as any surveys or calls to action that need to be distributed. 

Webinar designer

Good webinar software programs will give you a lot of leeway for your webinar design. Moreover, the best webinar software planners will provide many widgets and other options. But if you’re using more advanced webinar software, the webinar program manager might delegate designing the webinar to another team member with a solid background in presentation and visual design. 

The job of the webinar designer is to ensure that the webinar reflects the brand of the company (including logos) and includes all the add-ons that the virtual event planner deems necessary. They’ll also want to lay this out in a way that looks visually appealing and easy for attendees to navigate. 

Hosts and co-hosts

If the webinar team is big enough, the webinar program manager can often pass off the task of actually running the webinar to a set of hosts and co-hosts. 

The host’s job is to essentially run the live event. They’ll welcome the attendees, give instructions and introduce the speakers. The host will also coordinate with the speakers once they’ve agreed to take part and will decide the pacing of the event – when to deploy breaks, surveys, polls or quizzes.

For longer webinars or for very large ones, the host may use a co-host as an assistant. They can split up the various responsibilities of running the webinar between them to prevent either from being overwhelmed.

Speakers

Speakers and panelists are unique in that they may or may not be actual members of the company. Guest speakers are a great way for a company to build a reputation as a thought leader in whatever field they specialize in. If bringing in outside speakers, it’s important for the webinar program manager and host to get them comfortable and explain everything they need.

The job of a speaker or presenter is fairly straightforward – show up and give their talk. It’s up to the rest of the webinar team to support them and maximize their engagement with the audience. 

Moderators 

If you’re hosting a hybrid webinar or running webinar software with sophisticated levels of engagement, it can be worthwhile to add moderators to the team. Moderators manage all of the auxiliary parts of a webinar that the speakers and host might not have full visibility on.

This often involves scanning live chats and making sure that any questions raised are addressed by the speakers and hosts. It’s also their job to make sure that chat functions are used properly and not being abused.

Tech support 

Whenever you’re hosting a live event online, it pays to bring along some tech support. Easy webinars are made even easier by making sure that you have a dedicated person for dealing with any technical issues and ensuring that the webinar (and all its add-ons) run smoothly. 

This lets the hosts and moderators focus on their job. Tech support can also handle the webinar recording for the webinar program manager, ensuring that it can be used in the future as evergreen webinar content. 

Get the best webinar software for your business 

Big or small, Engage has everything your business needs to build great-looking, engaging webinars. When it comes to getting the audience invested, Engage sets the standard. Contact us today for enterprise-quality webinars at affordable prices.

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