Event Staff Recommendations 

Below is a list of the recommended event roles and responsibilities. We can fill these roles on your behalf or partner with your team where needed. For smaller events, some positions may be eliminated or handled by the same person. For virtual conferences with over 500 attendees, we recommend adding staff to specific roles to ensure attendees have a great experience. Schedule a call with your OnpointVEC Account Manager to determine the staffing needs for your event. 

Event Producer/Manager: oversees the entire event

• Liaison between all staff, sponsors, and vendors (captioners, production company, etc.)  
• Schedule speakers tech checks
• Schedule dress rehearsals  
• Write the run-of-show 

Main Stage Emcee/Host: the face of the event for attendees 

• Welcome attendees to the event  
• Introduce main stage speakers
• You will want a host that conveys your message with energy and enthusiasm and can follow a script
• Speakers uncomfortable in front of a camera should record their presentation in advance

Speaker Manager: manages the virtual green room for speakers

• Welcomes speakers when they arrive in the virtual green room
• Ensure A/V and screen share is working correctly
• If A/V isn’t working, walk through the troubleshooting steps with presenters
• Send the backstage link to main stage speakers, 15 minutes before their presentation
• For the main stage, brief speakers on what they should expect in the backstage
• For breakout session speakers, let them know their event will be accessible through the agenda. They will see a join button when their session starts. There will be someone on waiting for them when they join. 

Livestream Production Team: A/V technicians who manage broadcast quality livestream

• Technical Director: follows the ROS and cues the host(s) and technical producer. Identifies when to switch between content (live shot, slide, video, PIP, lower thirds, etc.) 
• Livestream Engineer: Producer, manages the transitions between all incoming feeds (cameras, video conferencing, bidding software, slide presentations) adding design elements and effects, then outputs the livestream to the Main Stage(s) on the OnpointVEC platform.
• Audio Engineer: sound board operator for remote or in studio broadcasts
• Videographer: camera operator for remote or in-studio broadcasts

Concierge Booth / Virtual Help Desk: someone to answer questions in video chat

• a single-point of contact for attendess to connect with and address questions
• remains in an open session
• could an Onpoint staff or someone from your team we train

Chat Moderator(s): review all chats, Q&A tabs, and be an event cheerleader

• Encourage attendees to use the chat throughout the conference 
• Answer any questions not related to the functionality of the platform 
• Promote usage of the booth and networking tables 
• Promote any other initiatives such as swag, partner discounts, resources, etc. 
• Delete any chats that do not uphold your code of conduct
• Disable chat functionality for repeat offenders 
• It is recommended to have one chat moderator per every 500 attendees
• Answer common attendee questions like:
  • Will there be recording? 
  • Where can I learn more? 
  • How do I access the speakers slides after the fact? 
  • When does XYZ session take place? 
  • How can I access a session that I missed? 

Captioning, ASL & Language Interpreters: these roles engage your audience through accessibility and diversity

• The OnpointVEC platform comes ready-made for any live (human) captioning service that uses the StreamText platform
• Sign interpreters can be added to any livestream to the Main Stage(s)
• Interprefy, is a translation widget that can be used on our platform and provides for multiple, real-time translations of many languages.