What Does Virtual Meeting Management Look Like in 2020?

Woman in virtual meeting

Written by Cara O'Neill

Cara O’Neill is a Project Manager at GCG Event Partners where she has happily set up shop for over 15 years. Her professional background may be in the meeting & event industry; however, she enjoys the multi-tasking involved in her day-to-day operations contributing to marketing GCG and the many services it provides.

November 17, 2020

How we currently conduct business has changed quite a bit due to the pandemic.
In our efforts to adhere to social distancing guidelines, the term “virtual” has become our industry’s battle cry. Virtual meetings are produced by way of video and teleconferencing software and have proven to be a worthy resource to assist with our ability to connect, engage and be productive during this time.

In order to survive and thrive during COVID, we have had to make adjustments as to how we plan, execute and complete tasks in a way that feels and looks so different from eight months ago. Meeting and event professionals remain essential components in our industry. They have been driven to adapt and learn new skills in a pressurized environment in order to best serve the needs of our time.

Here we’ve compiled a brief list of those new roles which have been created out of necessity while staying COVID cautious:

Virtual Meetings: In order to survive and thrive during Covid, we have had to make adjustments to how we do things

Virtual Meeting Moderator

The moderator plays an active role in the virtual meeting and provides its participants with information regarding the purpose of the meeting, its agenda, rules of engagement and any other necessary instruction. They are proficient with technology being utilized and are responsible for keeping to the meeting’s time allotment. At the end of the session, the moderator may ask audience questions from either what has been entered on the platform’s chat box feature or directly to the speakers during the presentation.

Virtual Meeting Facilitator

The facilitator is a third party, impartial representative who assists participants in achieving a specific goal during the meeting. They help guide the conversation to allow the participants to focus on the meeting’s content while using the platform’s technology tools such as chat, audience polling, muting/unmuting and being able to answer basic questions about the technology being used.

Virtual Event Manager and/or Producer

The Event Manager or Producer promotes events with the keen knowledge of how to create high-value experiences for your audience. Think ROI. They serve as the “go-to” person for the management of the online event and coordinate and oversee all aspects of planning from conception to execution. Viewed as experts in their field, they are adept at operating various types of virtual meeting platforms, possess a deep knowledge of meeting production workflow, easily manage virtual break out rooms and oversee audience participant management. The Virtual Event Producer is responsible for coordinating and configuring the layout, design and features during a clients’ virtual engagement process. They are a vital resource who supports the facilitator, the participants and the technology.

Virtual Event Tech Specialist

The Tech Specialist provides behind the scenes tech support for event hosts and attendees via phone, chat, and/or video during their event. They assist with every aspect of technical support to ensure that the technology platform of choice is optimized. The VET addresses all technology issues during the event to ensure a seamless client and attendee experience .

What terminology are you hearing related to the meeting and event industry at this time? Are there buzz words that come to mind? We’d love to hear from you. Let’s continue the conversation and share what’s on the pulse across the country.

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