Effective Team for Holding Webinars

team for webinar

If you ever have hosted a webinar, you must have learned that preparation takes a huge amount of time and lots of effort. 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 can not be a one-man show, you should have a team behind your back, taking care of at least some part of these tasks.

Assigning all the tasks to one person can be exhausting and can result in several management issues. Therefore, you should rather 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. This way, the presenters will focus on the content and delivery of the presentation if these burdens are put off of their shoulders. The webinar will be more engaging and successful as a result. And with MyOwnConference the process of creating and holding webinars can be easy and fast.

Understanding the dynamics of a team and its characteristics

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, but there are two basic types: functional teams and project teams. A functional team is made up of people with similar skills or responsibilities. A project team usually has people from different departments or disciplines that work together for a specific goal.

We suggest to have the following members in your team:

  1. A presenter
  2. A moderator
  3. A graphic designer
  4. A digital marketer
  5. A technical support specialist.
Team for holding webinars

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

1. Presenter

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

The presenter’s main goal is to outline the webinar’s aims, in 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 to represent their company at the webinar, that is being the company’s “face.” The presenter is responsible for the impression of a brand that is formed for the audience. As the presenters are the spokesperson for your organization, selecting them should be treated with utmost importance.

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 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’s reputation.
  • They may attract more people interested in working for you.

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.

Overall, 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. Recently, many organizations opt 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 as well as skyrockets your potential audience.

Just make sure to check if that person is free from controversy and they should not be a political figure or represent a specific ethnicity. 

2. Moderator

A moderator acts as an assistant to the presenter. They let the participants join, mark their attendance and let the participants and presenters in for a breakout session. 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. It will be a good idea to choose a moderator from an administrative position, 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 their friends, relatives and even online testimonials much more than ads.

Common 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 used for creating websites and landing pages. If so, you will no longer need to hire any 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 the 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, involving 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 assessments of the effectiveness of each promotion channel used and gets insights for future webinars.

6. Technical support assistant

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, and 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.

Checklist for composing a webinar team

You can use specialized job search websites to find candidates for 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 a solid understanding of webinar technologies. In this case, it will be easier to start cooperation and assign tasks.

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

Team memberSkills to look forKey roles and responsibilities
The presenter– Basic computer
-Ms Powerpoint
– Public speaking
– Should be able to act as a spokesperson for your company
– Subject knowledge/Experience
– Prepare content for presentation
– Prepare Key notes for participants
– Deliver the content during the webinar
– Collaborate with other presenters and moderator
The moderator– Handling and managing people 
Ms 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
– Create breakout rooms and distribute participants into these rooms
– 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 for inviting participants.
– Create banners and flyers for circulating email reminders.
The digital marketer– Should have experience in running social media campaigns on major social media 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 at regular intervals and at suitable times.
The technical support specialist– Knows how to make secure internet connections. 
– Knows how to attach and operate webcam, microphones and other technical gadgets.
– Know about various online payment methods and related technicalities.
– Check 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.


In short, although you can hold a webinar on your own, yet, if this process is managed by a team, you can count on thorough preparation and meaningful results. The advantages of having a team are that it provides support for the individual members, it increases productivity and efficiency for the webinar, it fosters creativity and innovation among its members, and it offers more opportunities to hold a large-scale webinar. So, if you plan to scale up your webinar on a large scale involving 1000+ participants then build a team with these insights and you are welcome to sign up for MyOwnConference.

Nice post? Share it with friends!