2020 ushered in new challenges to holding in-person events, leading to an increase in the number and type of events held virtually. Especially if you are new to running a virtual event, it can be very hard for one person to balance everything needed to run the event. Enter the virtual producer and co-host.
A virtual producer and co-host is another person helping you manage your event who has more knowledge and experience in running virtual events. A virtual producer can be your guide, a second set of hands, eyes, and ears. The virtual producer's role is to handle the technical issues and set up so you are free to concentrate on your audience and the purpose of your event.
Compare the features and usability of the variety of virtual conferencing tools out there and help you decide which one is best for your event.
Virtual conferencing tools include: Zoom, BlueJeans, Microsoft Teams, GoToMeeting or GoToTraining, Google Hangouts, Google Meet, WebEx, among others. (Not all of these are supported/hosted by our team, the tool names are provided as examples.)
Provide hosting for specific supported virtual conferencing tools, or co-host on your account.
Partner with you to develop agenda with timing and roles clear assigned for each step.
Work with you to create and connect engaging elements like polls, visuals, videos, and PowerPoint decks based on your content. Create engagement incorporating internal tool features like whiteboards and annotation.
Set up and run breakout rooms for your participants based on your criteria.
Send out a calendar invite to your participants with the link to join the event.
Monitor and manage the waiting room to facilitate participants joining the event.
Monitor and manage the flow of chat - draw facilitators attention to questions, handle in the background any technical issues participants encounter, provide links or files as needed as people arrive.
Record the session and provide chat transcript, if desired.
Provide a quick overview to your event team and/or at the beginning of the event to go over virtual conferencing tool's features.
Establish tech "ground rules" and norms for your event (e.g. video on/off, mics muted, when or if to interrupt a presenter).
Troubleshoot any presenter issues during practice runs and event set up.
Troubleshoot participant technical issues such as log-in problems, audio/video connectivity, and version issues.