Who Should I Ask?

Now that we’ve established your online event, or the virtual aspect of your in-person event, will look more like a TV broadcast than the familiar zoom meeting (see my previous blog, “Location, Location, Location”), what additional people with which additional skills do you need to invite to the planning table? Most likely there will be gaps in knowledge or education of the members of your current team that need to be supplemented.

First and foremost, if you’re not already working with a Certified Meeting Professional (CMP), you need to be! If nothing else, these are highly skilled event project managers, who are required to have years of training and experience under their belts to even be certified. They can see things you may not, look ahead at what’s coming, and keep your event on track and on budget.

Secondly, consider working with a producer or production team. These teammates understand the technical aspects of sending live feeds and video recordings back and forth between the studio and online platform provider. Possibly, you’ll need someone who can build sets and talk you through stage design, and definitely a team member or two who can build the minute-by-minute broadcast schedules, cue speakers, lights, cameras, videos, and more.

There also needs to be someone on the team focused on what the broadcast looks like for the virtual attendee who is watching on the screen – it looks very different from what you see live in the room. If you are not broadcasting live but recording for rebroadcast later, you will need video and audio editors to edit content, add bumpers, lower thirds, slides, etc.

On top of the technical support that may need to be added, there is other very important logistical support needed. All of the people involved in the live broadcast or recording sessions need to be fed, housed, and transported from place to place. Do you need someone dedicated to hair, makeup, or wardrobe? It is possible that equipment and supplies need to be shipped between the home office and broadcast locations. Who’s answering the phone? You get the idea.

Are there exhibitors and a tradeshow that needs to be taken from an in-person event to an online experience? You’ll need someone to be the liaison between the vendors and the online platform; someone to educate them on the new process, help them stick to a timeline for setting up web pages and providing assets, and set the right expectations.

Don’t feel overwhelmed. That’s why we’re sharing information here. If you’re adding this component to your event for the first time, or elevating your online event to TV broadcast quality, I’d love to talk things through with you. Shoot me an email and let’s chat!

Who have you discovered you needed to add to you team? Tell us below or email me!

Please share this blog on your social media and let’s get the information into the hands
of planners who are on the front lines of events!

Visit tracybaer.com for additional information and to schedule a consultation with Tracy.