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Teams & Tech: The Secret Sauce for Impactful Virtual Events


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This session will give key context and examples into best practices for technical equipment needed, what you’ll need to get started, where to look for vendors and partners, and finally the types of roles you need and what you must hire for when building your team.

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Teams & Tech: The Secret Sauce for Impactful Virtual Events

  1. 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. 2. You’ve convinced your leadership and secured your budget…
  3. 3. Now it’s time to assemble your dream team and build your tech stack
  4. 4. But wait… Can I do this myself? Or should I hire a team?
  5. 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. 6. You may be playing multiple roles—or may not have a need for some of them
  7. 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. 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. 9. …or whatever you want to call your Dream Team
  10. 10. Event Execution Team Event Execution Team
  11. 11. “It is amazing what you can accomplish if you do not care who gets the credit” - HARRY TRUMAN
  12. 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. 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. 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. 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. 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. 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. 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. 19. Production Team Production Team
  20. 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. 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. 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. 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. 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. 25. Technology Tools Team Technology Tools Team
  26. 26. Virtual Event Technology Stack Registration Virtual Event Platform Live Streaming Services Networking Tool Content Hosting Marketing Tech*
  27. 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. 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. 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. 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. 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. 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