Understanding Virtual Events Team & Virtual Trade Fairs Team Production Roles

Understanding Virtual Events Team & Virtual Trade Fairs Team Production Roles

Virtual Trade Show & virtual events management is the most essential & integral part of every virtual event. The main agenda behind having an expert virtual events team on board is to deliver an incredible experience to the attendees. And to make that happen, all you need is, to have the right people next to you. Virtual fair steam &virtual events management knows the ins and outs of the game and hence are the right people to create personalized experiences for your business.

Many businesses still have some unfulfilled questions regarding virtual events management and virtual fairs teams. Like, who runs them? What are their roles & responsibilities? How can they achieve the best results? etc. To fulfil all those underlying confusions, HexaFair brings to you, an episode that covers the topic Virtual EventsTeam & Virtual Trade Fairs Team: The Overview, a complete guide to understanding the components of virtual events management company.

Virtual Events Management: Virtual Events Team

Accounts Executive

Virtual events platform often have an on-stage point of contact and that person, for example, let’s say, an accounts executive, will be the one who will be your everyday guide, talking about your vision, and goals, establishing the scope & budget for your event.

Technical Director

Then comes the technical director, the most crucial member of the virtual fair’s team. The person who is responsible for all technical issues & upgrades. Technical producers are people who create quotes & proposals, source tools, platforms technologies & equipment, anything and everything related to the technical part. Also, they are the leading personnel that manage the complete technical setup, ensure that integrations are operating well, and equip you with all the technical support to help achieve your goals.

Project Manager

The next one is your project manager. He is the person responsible for framing the virtual fair’s team & virtual events management timeline. Planning a perfect event with all elements involved within a perfect time frame is what he does. He also offers the right guidance and support for the software, and helps you to navigate & understand the tools. The complete virtual event management happens here.

Virtual Events Team & Virtual Trade Fair Team: The General Crew

Show Caller

While that was all about the management side of the virtual events team& virtual trade fair team. Now let’s dive into the big picture i.e. actual events. Concepts like the general session, main stage, content, etc. are covered here. In this part, you will have a show caller who is assigned to call the shots when during the entire production.

Video Engineer

The next important person is a video engineer. He is the owner of his skill, from taking the camera shots to tweaking them to look good to taking charge of everything going live in your virtual event. He does it all.

Sound/audio engineer

Having a fantastic video experience without a proper background score makes it dull and fruitless. Having an audio engineer on board will help you to deliver a great audio experience for your virtual event. These are the personnel [virtual fairs team] who look after your microphones or your audio clip playbacks.

Video playback manager

He is the person who is actually responsible for paying back all the video content. In a virtual trade fair team, stuff like PowerPoints, video playback, custom & lower thirds graphics, all of them are run & managed by the video playback engineer.

Enhanced Production Values

The next big thing to have on your virtual trade fair team pipeline is a producer. He is the person who often acts as a speaker manager & ensures everyone is good to go, making the production run smoothly on the main stage.

Graphics Operator

They often work with the video playback manager. And, also we have a teleprompter operator. He ensures you have all your notes on the spot and guides you exactly on what to say. Scrolling through the scripts, making the edits, and keeping every script on the spot is what they do.

Virtual Breakout Rooms Team

Focusing on the final elements of the virtual events team, virtual trade fair team& virtual events management, and now it is time for the virtual breakout rooms. These are smaller sessions that still need a team. Virtual breakout rooms are spaces that enable attendees to connect & interact privately with fellow attendees.

Lead Engineer

A person who is responsible for the organization of breakout sessions and who ensures smooth operation of sessions like video conferencing software, speakers, mic systems etc.

Speaker Manager

A person who ensures all the speakers are on time and spot-on for the event. They know how the technology works and what needs to be done to run the event smoothly.

Virtual Events Team for Round Tables

Round tables are similar to networking or small virtual panel discussions, but always need a lead engineer to sort out the issues at hand. They ensure everyone has entered the room, got their seat etc. Clearly,, to say, these are the experts of the virtual fair’s team who can manage the complete round table experience.

Virtual Trade Fair Team


Creating an event sponsorship package and finding event sponsors is a key part of the meeting and event planning. Increasing your sponsorship dollars is the quickest way to impact your bottom line. This person manages all aspects of the sponsorship process, which may range from sponsorship design and outreach/sales to fulfilment and post-event follow-up.


This person manages not just marketing, but also social media strategy, branding, and graphic design before, during, and after the event. As with live events, this person’s role may include primarily online marketing, but can also include taking care of materials mailed or delivered to participants before and after the event.


If the virtual events team includes exhibitors, one member of the team will be assigned as their point of contact. This person will ensure that booth packages are fulfilled, assist exhibitors with their virtual booth setup, and manage the exhibit “floor” during the event.


If your online event includes polling, gamification, or other interactive components, you may need to have one person overseeing audience engagement.


As with live events, the virtual trade fair team need someone to manage registration. The person in this role will handle all aspects of the registration process, including the registration launch, participant sign-in, data collection from the registration process, and checking in of participants during the event. The registration manager is also responsible for ensuring participants obtain their event materials, including those items delivered before, during, and after the event.

Help Desk team for attendees

There is always a client coordinator who answers the questions posted by virtual attendees about login, how the platform works etc. The person is responsible for creating tours, FAQs and guides explaining how it works etc. Educating the virtual attendees in prior will ensure the best user engagement on the platform.


Next, determine your staff’s capacity to perform all the necessary roles. While they may operate like a well-oiled machine when putting on live events, do they have the technological know-how to conduct a multi-day digital conference? If not, how quickly can they get up to speed, or do you need to look outside your organization for help?

Training is one thing when it comes to events; experience is another. Does your team understand nuances such as the length of time an online presenter can hold the attention of an audience? If you’re conducting some kind of interactive session, such as a poll or focus group, do your team members know how to keep the audience engaged? Security can be a real concern with online events – some platforms are notoriously glitched or can be easily hacked. Does your team know what’s needed to keep your event – and your participants’ private information – secure?

One of the big advantages of virtual events is that there is so much more data available to help with the follow-up later. This information can be made available to certain members of the team, but also to sponsors of the event as part of their ROI. There are myriad opportunities for using event data, and many systems are built into the platforms. The key is to ensure members of the team are aware of their roles in managing the data post-event to get the most ROI for all stakeholders.

Here is our virtual event planning checklist that will guide you through every step of your virtual events and helps you to create a really unforgettable experience for your virtual fair team as well as for your attendees. Also, if you are in search of the best virtual trade fairs team & virtual events management platform, then HexaFair is here to guide you!

Book your virtual trade fair team demo today!

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