Why delegating authority is crucial in case of organizing a virtual event?
November 18, 2020

The best way to organize an event is to go on the virtual mode, thanks to the Covid 19 pandemic. However, to organize a professional virtual event too, it requires a very well oiled and efficient team and a complete cohesion of activities in a seamless and effective manner. Hindusthan Events is an extremely well organized virtual event management company in Kolkata with a considerable amount of expertise. Some excerpts of their expertise are mentioned below.

Breaking down event responsibilities into concrete roles

Defining roles and assigning them eliminates bottlenecks without compromising accountability in a defined process. Like any in-person event, your employees will want to know their job descriptions and KPIs.

Let’s look at all the activities in a virtual event and identify the respective roles that’ll cater to it:

  • Event lead: From event ideation to making the decision on the course of the event, the event lead takes care of everything. They decide the core theme of the event, participant demographics and psychographics, the event’s strength, target revenue, who the speakers would be, how many sessions can run in an event, and more. In short, an event lead is the owner/director of the event.
  • Sponsorship manager: Sponsorship plays a major role in generating event revenue. A sponsorship manager should be someone who understands the business and event. They should know the right sponsors they should reach out to and be ready to ask for sponsorship, ensuring a mutually beneficial scenario for both the event and the sponsors.
  • Production lead: Running an event virtually doesn’t necessarily mean sitting at home in your boxers. If you decide to broadcast from a studio setting, you’ll need a production lead to help you with the set up, lighting, videography, and audio. The production lead’s job is to ensure that the host, speakers, sponsors, or anyone who is going to be recording or live streaming their show is presentable on screen.
  • Creative director: Amongst all the events that happen, what sets you apart? The creative director comes up with creative ideas to keep the event live and interesting by conducting games, live sessions, spot prizes, and other engagement campaigns.
  • Social media manager: From spreading the word about the event to maintaining the brand presence to handling queries and feedback during the event, everything goes into social media. A social media manager maintains the brand voice and outlook of the event on social media. They manage the event reviews online and share event updates instantly.
  • Event reporter: Events will gain popularity only when important aspects of the event are reported and highlighted. Event reporters are most often influential people who instantly pick and point out event activities and noteworthy moments.
  • Digital analytics manager: When all your attendees are online, it requires a dedicated person to watch and analyze the event’s interest and engagement. Checking the number of website visitors, conversion ratio, engagement metrics, most talked about speakers or sessions, and other similar metrics are part of a digital analytics manager’s role.
  • Technical admin: With the idea of virtual events just picking up, it’s good to expect technical glitches in the newly built software. The technical admin analyzes these glitches, reports them, and announces an alternative to the event participants. Attendees and speakers who aren’t tech savvy will need assistance through email or by phone, which will be taken care of by the technical admin.

Roles specific to virtual events

Just like in-person events, online events have specific needs for sessions to run like clockwork. Here are some roles that can help you do that:

Host/speaker prep: Online sessions, webinars, or other interactive sessions should have a session host who opens up the session, introduces speakers, and runs the course of the session. The host should also train the speakers before the session and discuss the goal of the event and the value the attendees expect to derive out of the sessions.

Session moderator: Chat is the easiest way for attendees to interact with the speaker during the session. However, answering every question or having any conversation during the session while also running the session is nearly impossible for a speaker. A chat moderator answers basic questions and filters the important questions for the speaker to answer during or after the session.