1.
TEAMS & TECH
The Secret Sauce
for Impactful
Virtual Events Allie Magyar
Founder & CEO
hubb
Jamie Timperley
President
Dynamic Events
Rae Malcham
Senior Technical Project
Manager, Hubb
James Monrean
Director of Production
Evia Events
Ann Plana
VP of Strategic Initiatives
eventcore

2.
You’ve convinced
your leadership
and secured your
budget…

3.
Now it’s time to assemble your
dream team and build your
tech stack

4.
But wait…
Can I do
this myself?
Or should
I hire a
team?

5.
Large Event Organization Chart
Event Execution
Teams
Event Manager
Content
Manager
Speaker
Manager
Sponsor
Manager
Technology
Manager
Day-of Support
Production Team
Producer
Video Editor
Live Stream
Coordinator
Day-of Production
Support
Technology Tools
Registration
Virtual Event Platform
Content Hosting
Live Streaming
Services
Business
Intelligence
Lead
Networking Tool
Marketing Technology*Marketing Team*

6.
You may be playing multiple roles—or may not have
a need for some of them

7.
Goals & Objectives
• What kind of event are you
producing?
• What experience do you want
to create?
• What are the Must Haves for
your event?
• What would just be Nice to
Have?

8.
Things to Consider
• Budget
• Team member expertise
• Team bandwidth 2 weeks prior to show (it will become ALL
consuming!)
• What’s the risk factor in each of the roles if the responsibility isn’t
delivered flawlessly

9.
…or whatever you
want to call your
Dream Team

10.
Event Execution
Team
Event Execution
Team

11.
“It is amazing what
you can accomplish
if you do not care
who gets the credit”
- HARRY TRUMAN

12.
Event
Manager
ROLE DEFINITION: Head Ringleader. An event manager is
responsible for the strategy and experience design of an event,
as well as all the logistics and planning.
THINGS TO KNOW:
• Virtual is just as much work as in person if not more
• When it comes to virtual—throw away everything you’ve
ever used as a process and start over
• Document all processes—trust us, you'll thank us later
• Virtual is unique– you’ve gotta change it up to ensure it’s
relevant and exciting
• Experience design still matters … a lot
• Event tech is a HUGE– ensure you have a strong lead in this
area
• Do a practice run

13.
Content
Manager
ROLE DEFINITION: Content Queen. Creates the content
strategy. Works with internal stakeholders, including track or
session owners to curate and deliver the content. Owns
metrics and data around content to improve futures events.
THINGS TO KNOW:
• Content is better received when it is shorter and more
visual
• Bring track leads along on the journey – less sessions and
shorter sessions
• Make your content work harder – you can't get to
everything in 15-30-minute sessions
• Interactive content is part of the experiential design –
bring attendees in to co-create with you

14.
Speaker
Manager
ROLE DEFINITION: Runs point with all your speakers to help
them get information uploaded and presentations finalized.
Responsible for speaker readiness, training and education to
ensure their success during the virtual event.
THINGS TO KNOW:
• This is new—speakers need extra hand-holding
• Be an advocate of simu-live sessions
• Virtual attendees want visuals—train speakers on how to
record split screen
• Provide speakers tips/tricks around lighting, audio, and visual.
• Hold a speaker “Know Before the Show” several days prior to
the live event
• Offer ‘office hours’ for troubleshooting and support leading
up to the event

15.
Sponsor/
Exhibitor
Manager
ROLE DEFINITION: Runs point with all your
sponsors/exhibitors to help them get information
uploaded their virtual booths prepared. Responsible for
sponsor/exhibitor readiness, training and education to
ensure their success during the virtual event.
THINGS TO KNOW:
• Train your exhibitors how to best participate in the
event
• Provide guidance to exhibitors on what types of
resources to offer
• Create unique sponsorship opportunities centered
around engagement
• Ensure you have the reporting spec’d prior to the show
and your exhibitors know exactly what to expect

16.
Event
Technologist
ROLE DEFINITION: Pulling all the technology platforms
together including vision on integrations, dataflow and
scenario planning. Focus on attendee experience design
through the different platforms. This role focuses on how to
achieve the vision of the team for the event through
technology.
THINGS TO KNOW:
• Get started early
• Figure out your integration strategy first
• Think through SSO (single sign on) - one login for everything
• Every milestone within the event plan should have a
technology piece associated to it
• Regularly touch base with your vendors and coordinate a
recurring sync (monthly or weekly) for vendors to connect

17.
ROLE DEFINITION: Understanding what you’re
measuring and why. Creates measurable KPIs and
works with the technology lead on data and opt-in
verbiage.
THINGS TO KNOW:
• Identify critical metrics in the beginning of your
planning cycle
• Know in advance what data you need from each
vendor and ensure you can get the data reported
the way you need it
• Plan how to get the right data to the right people
• Consider integrations to consolidate your data
Business
Intelligence
Lead

18.
Day-of
Support
ROLE DEFINITION: Responsible for day-off support—
responding to attendee inquiries and assisting them with
issues. For larger events, may be the lead for support
team.
THINGS TO KNOW:
• Don’t leave this role out
• Create a Game Day War Room
• Assign session room monitors
• Assign session moderators
• Immediate, real-time support is critical

19.
Production
Team
Production
Team

20.
Executive
Producer
(showcaller, technical
producer)
ROLE DEFINITION: Calls the shots across the entire show.
Works to wrangle day of live sessions and speakers. Details,
details, details. 100% in charge of execution day of.
THINGS TO KNOW:
• Create a detailed run of show doc
• Ensure cell phone numbers are shared across all critical
team members
• If there are a lot of concurrent live sessions, you may
need to split roles and be more specific on day of support

21.
Video
Editor
ROLE DEFINITION: Owns editing of all video content pre-
event making it look more professional with lower thirds,
motion graphics, music.
THINGS TO KNOW:
• Work with marketing manager to ensure clear visual
delivery and theme across content and experiential
elements
• Understand how you will receive all content and plan for
internet connectivity accordingly
• Create clear deadlines to give yourself enough time to edit
and upload your content.

22.
Live Stream
Coordinator
ROLE DEFINITION: Manages provisioning, testing and
support of any live stream. Is included in all rehearsals and
works with any 3rd party vendors on embedding of the
stream. Owns getting data from the system and reporting
post-event.
TIPS/TRICKS:
• TEST TEST TEST - make sure it works in the environment
it’s going to be streamed in
• Overcommunicate with technical team around
requirements and enforce rehearsals to ensure there are
no issues
• Provision backup streams

23.
Day-of
Production
Support
ROLE DEFINITION: Jack and Jill of all trades. Can step in to
help handle audio, speakers freaking out or can even step in
as a moderator if yours doesn’t show.
TIPS/TRICKS:
• Setup virtual green rooms each with a production support
person for each ‘track’ or ‘session type’
• Understand the cue to cue for areas they own and can
anticipate the next step and who and what resources are
needed
• Build rapport with the speakers – if you can help them
relax the content is much better

24.
What about
equipment?
EQUIPMENT LIST:
Presenter:
• Lighting
• External HD Camera
• Wired USB Lavalier mic
• A nice shirt (and hair)
Production team:
• Production switcher
• Source machines/inputs
• Presenter Cameras
• PPT decks
• Video Playback
• Audio mixer
• Client Assets
• Graphics
• Slates
• Pre-recorded videos
• Marketing videos
• Looping PPT decks
• Streaming/Recording
equipment

25.
Technology
Tools Team
Technology
Tools Team

26.
Virtual Event
Technology
Stack
Registration
Virtual Event Platform
Live Streaming
Services
Networking Tool
Content Hosting Marketing Tech*

27.
Questions to
Ask Your Tech
Providers
• What kind of support is available?
• What does an escalation path look
like?
• What happens when things don’t
work?
• Are there previous successful
examples?
• Reports and Data?
• Can you handle it?
• Additional fees?
• Security?

28.
Best Practices
Across Your
Tech Providers
• Explain what you’re trying to
accomplish instead of telling the
provider how to do it
• Keep everyone informed of the
big picture
• Hold regular group syncs with all
the technical vendors
• Start with your reporting in mind.
• Manage deadlines across
platforms

29.
Registration
• First impressions matter
• Ensure that your registration
questions are pertinent to
virtual
• Customize the experience
for your program
• But also keep it simple
• Keep reporting up to date
• Reg is not just pre-event

30.
Virtual Event
• Think through the experience
like a live event
• Every room is a virtual room
• Launch ahead of time
• Interactivity is the value driver
• On-Demand is the new
normal
• KISS

31.
Content Hosting
• Know what type of
content you want to show
• Creating content takes
time
• Diversity, Equity and
Inclusion
• Provide all assets ahead
of time
• Reduce potential for
error when live

32.
Q&A
Next Webinar: ​
How to Market Your Virtual
Event Like a MoFo
Rae Malcham
Senior Technical Project
Manager, Hubb
James Monrean
Director of Production
Evia Events
Ann Plana
VP of Strategic Initiatives
eventcore
Allie Magyar
Founder & CEO
hubb
Jamie Timperley
President
Dynamic Events