If you have ever hosted a webinar, you must have learned that preparation takes time and effort.

Effective team for holding webinars

First, you prepare a checklist for the event, which may include preparing a keynote, setting up a webinar room and inviting attendees. However, this is not enough! Hosting a webinar cannot be a one-person show. You need a team behind you, taking at least some of these tasks off your hands.

Assigning all the tasks to one person can be exhausting and result in several management issues. Therefore, you should distribute the roles and responsibilities to specific people of different disciplines with clear objectives. A thoroughly selected team can make the process of webinar preparation much easier and more convenient for the organizer. Lift those burdens and the presenters can concentrate on the content and the delivery, which is what makes a webinar worth attending. And with our platform for holding webinars, creating and maintaining online meetings can be easy and fast.

A team is a group of people who work together to achieve a common goal. The members of the team have different roles, skills, and expertise.

Team members can be organized in many ways, and there are two basic types, functional and project. A functional team is made up of people with similar skills or responsibilities. A project team draws people from different departments or disciplines to work towards one specific goal.

We suggest having the following members on your team

A presenter
A moderator
Customers willing to speak
A graphic designer
A digital marketer
A technical support specialist

Team for holding webinars

Below we have described the role of each team member in detail.

1. Presenter

The presenter prepares the main presentation, runs the webinar, and compiles reports. They also stay in touch with the audience by answering questions, inviting people to take part in discussions, and keeping everyone interested.

The presenter’s primary goal is to outline the webinar’s aims in the form of new services, teach, make a presentation and induce attendees to visit a website or submit an application.

The presenter’s most important task is representing their company at the webinar, which means being the company’s "face." The presenter is responsible for the impression of the brand that the audience forms. Because presenters speak for your organization, choosing them deserves real care.

How do you find a good presenter?

A good option would be to look for someone senior within your company. Here are some benefits of this approach:

They know your product or service best since this is their job.
You can check and monitor the content they plan to present.
They can share unique tidbits of information about your company.
You help your employees develop and grow from within.
Letting happy employees speak will boost the company’s reputation.
They may attract more people interested in working for you.

Despite the numerous advantages, there exist significant drawbacks to this strategy:

First, the webinar subject-matter is limited to your field of expertise.
Second, the whole presentation may feel like an inauthentic sales pitch.
Third, your employee has to set their own duties aside to do it.

When done right, letting your team member be a webinar presenter can help your audience discover your brand from the inside and position your company as a thought leader.

The second option would be to look for an external presenter, such as:

Your partners

Usually, you and your partners have overlapping audiences, so letting them present is mutually beneficial.

Let your partners promote their products or service to your audience in exchange for their valuable insights and exposure to new prospects. Recently, many organizations have opted for these collaborations.

Thought leaders

There are many ways to find the thought leaders in your field: a simple Google search, Ted talks, and personal encounters during trade shows.

If those presenters are famous, it adds more credibility to you, your company, and your webinar in particular and skyrockets your potential audience.

Just check that they are not in the middle of a controversy that would follow them onto your stage.

2. Moderator

A moderator acts as an assistant to the presenter. They let the participants join, mark their attendance, and bring on air anyone who asks to speak. Also, they give instructions to the participants at the start of the webinar and facilitate the Q&A session. Moreover, they have the right to remove any participant who does not follow the code of conduct. Therefore, choosing a moderator from an administrative position will be a good idea, as they will better deal with these responsibilities.

3. Customers

Having regular people tout your product or service is more likely to persuade your webinar participants than an internal sales pitch. People trust feedback from friends, relatives, and even online testimonials much more than ads.

Ordinary people, such as social media influencers, can be good options. Choose those influencers who are followed by your target audience.

The best approach here would be to ask your customers to share their personal stories: how did they find out about your product, what was their problem, and how did your product help them fix it?

This will inspire your webinar participants to invest in your proposition and hopefully repeat your presenter’s journey.

4. Graphic designer

The designer illustrates the keynote, the registration page, and other visual content that might be required when preparing a webinar.

It would be great if the designer is familiar with HTML for creating websites and landing pages. If so, you will no longer need to hire desktop publishing specialists.

5. Digital marketer

With no promotion, the webinar will remain unnoticed among other events. That is why you should supplement your team with a digital marketer, an employee specializing in promoting goods and services on the Internet.

To promote the webinar, the online marketer creates the portrait of a potential attendee and defines marketing strategies, involving different advertising tools like banner and context ads, social media, email campaigns, cooperation with partners and opinion leaders, and other sources for drawing attention.

After the webinar, the online marketer analyzes and assesses each promotion channel’s effectiveness and gets insights for future webinars.

6. Technical support assistant

Technical support specialists handle everything to do with equipment and technology. They set up the webinar service, connect it to the payment processing, adjust the equipment and answer attendees’ technical questions during the event.

Technical support specialists block attendees that send spam in the text chat. In a nutshell, they allow presenters to focus on their presentations.

Checklist for composing a webinar team

You can use specialized job search websites to find candidates for your team. You can hire someone in your own city or find the right applicant anywhere in the world and work with them remotely.

Pay attention to the fact that your future employee should have a solid understanding of webinar technologies. In this case, starting cooperation and assigning tasks will be easier.

Here is a summary of things that you should keep in mind before staffing team members:

Team member	Skills to look for	Key roles and responsibilities
The presenter	Basic computer • Microsoft PowerPoint • Public speaking • Should be able to act as a spokesperson for your company • Subject knowledge/Experience	Prepare content for presentation • Prepare Keynotes for participants • Deliver the content during the webinar • Collaborate with other presenters and moderator
The moderator	Handling and managing people Microsoft Excel • Should know how to use a webinar software • Should know how to maintain and implement the code of conduct • Should have administrative and team-playing abilities	Schedule an online conference • Let the registered participants in for the meeting • Approve requests to speak and bring participants on air • Mark attendance of participants • Give instructions to participants • Distribute feedback forms to the participants
The graphic designer	Adobe Photoshop • Adobe Illustrator • Knows how to create banners, flyers, and posters.	Create social media posters to invite participants. • Create banners and flyers for circulating email reminders.
The digital marketer	Should have experience running social media campaigns on major platforms. • Knows about Google Ads, click-through rates, and Google Analytics for visitor tracking of a website • Should be able to manage email campaigns.	Manage social media campaigns. • Maintain visitor data records via Google Analytics. • Manage email campaigns. • Schedule social media posts and emails regularly and at suitable times.
The technical support specialist	Knows how to make secure internet connections. • Knows how to attach and operate a webcam, microphones, and other technical gadgets. • Know about various online payment methods and related technicalities.	Check the internet connection, microphone webcam, or other related device functionality before a webinar. • Identify technical errors for a webinar. • Be available all the time during a webinar as a stand-by person for addressing any technical issues. • Manage payment gateway-related processes of the webinar.

Key takeaways on building a webinar team

In short, although you can hold a webinar on your own, if a team manages this process, you can count on thorough preparation and meaningful results. The advantages of having a team are that it provides support for the individual members, increases productivity and efficiency for the webinar, fosters creativity and innovation among its members, and offers more opportunities to hold a large-scale webinar. So if you are scaling up to an event of a thousand participants or more, build the team along these lines, and you are welcome on the webinar software platform MyOwnConference.

FAQ

Who should act as the presenter in a webinar team and why?

The presenter should preferably be someone familiar with your product or service, because they can explain details clearly. If you use a senior employee, they already know the business deeply and you can supervise the content. Alternatively, a guest expert or partner can add credibility and attract more audience interest.

What tasks does a moderator perform during a webinar?

The moderator handles participant admission, attendance marking, giving instructions at the start, managing Q&A sessions, and enforcing rules. They support the presenter so the presenter can focus on delivering the content and interacting with the audience.

Why is a graphic designer crucial for the webinar team?

The graphic designer prepares visuals such as the keynote slides, registration pages, and promotional graphics. These elements make the webinar look professional, help convey information clearly, and attract attention before the event.

What role does the digital marketer play before and after the webinar?

Before the webinar the digital marketer defines the target audience, creates and runs campaigns (via social media, email, ads), and engages partners. After the webinar they analyze which channels were effective, gather insights, and help plan improvements for future events.

What does technical support need to do during a live webinar?

During a live webinar the technical support solves equipment and connectivity issues, sets up the system, connects payment gateways if needed, answers technical questions from attendees, and keeps the webinar running so the presenter can concentrate on content.