Team for Holding Webinars

team for webinar

If you have ever held a webinar, you must have learned that preparation takes much time and considerable efforts. To-do’s usually include preparing a keynote, setting up a webinar room, inviting attendees, etc. It is nice to have a team for webinars taking care of at least some part of these tasks.

A thoroughly selected team can make the process of webinar preparation much easier for the organizer. You’d better not assign all tasks to one person, but rather distribute the roles and responsibility clearly. You might agree that the result will be better if every employee takes only their part of work.

So, who should enter the webinar preparation team?


The presenter creates the keynote, holds the webinar, and makes reports. They are in constant interaction with the audience – answering questions, inviting to discussions, stirring interest.

The presenter’s main goal is to realize the webinar’s aims – inform of new services, teach, make a presentation, induce attendees to visit a website or submit an application.

The presenter’s most responsible task is to present their company at the webinar, being the company’s “face.” The presenter is responsible for the impression about a brand that is formed for the audience. For this reason, selecting the presenter should be treated thoroughly.

How do you find a good presenter?

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

  • They know your product/service best since this is literally 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 reputation
  • They may attract more people interested in working for you

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

  • The webinar subject matter is limited to your field of expertise
  • The whole presentation may feel like an inauthentic sales pitch
  • Your employee will give up their duties for the duration of a webinar

Upon the whole, when done right, letting someone from your team 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 product or service to your audience in exchange for their valuable insights and exposure to new prospects.

Thought leaders

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

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

Just make sure to check if that person is free from controversy: you do not want to invite Nazi sympathizers to your webinar.


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 their friends, relatives and even online testimonials much more than ads.

The best approach here would be to ask your customers to share their personal story: how did they find out about your product, what was their problem, 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.


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 used for creating websites and landing pages. If so, you will no longer need to hire any desktop publishing specialists.

Online marketer

With no promotion, the webinar will remain unnoticed among other events. That is why be sure to supplement your team with an online marketer — the employee specializing in promotion of goods and services on the Internet.

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

After the webinar, the online marketer analyzes and makes assessment of the effectiveness of each promotion channel used and gets the insights for the future webinars.

Technical support specialist

Technical support specialists will deal with solving the tasks connected with equipment and technologies. They set up the webinar service, connect the webinar to the payment processing system, adjust equipment, answer technical questions of attendees 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.

Tips on composing webinar teams

You can use specialized job search websites to find candidates to your team. You can hire a person in your own city or find a proper application in any place all over the globe for remote cooperation.

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

In short, you can hold a webinar on your own. Yet, if this process is realized by a team, you can count on thorough preparation and meaningful results.

Irreplaceable for the team are a presenter, a designer, an online marketer and a technical support specialist.

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