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HexaFair Virtual Events Cloud, the most comprehensive hybrid communication software platform Offers Virtual Trade Show, Virtual Exhibition, Virtual Fairs, Virtual Conference, Virtual Summit & Virtual Meet solutions.

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Virtual Fairs Production

Understanding Virtual Fairs & Virtual Live Conferences Production Team Roles

Virtual Fairs & Live Virtual Conferences Production Team are the most essential & integral part of every virtual event. The main agenda behind any virtual event is to deliver an incredible experience to its attendees. And to make that happen, all you need is, to have the right people next to you. Fairs & Conferences organisers know 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 conferences and virtual fairs production team. 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 all, an episode that covers the topic Virtual Events &Virtual Fairs Production Team: The Overview, a complete guide to understanding the components of a virtual event management company. Read On!

Virtual Fairs & Virtual Conferences Production Team: Management

Accounts Executive:

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

Technical Director:

Then comes the technical director. The person who is responsible for all technical issues & upgradations. 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 the 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 into the software, helps you to navigate & understand the tools.

Virtual Reality Events & Production Team: The General Sessions team

Show Caller:

While that was all about the management side of Virtual Conferences & Virtual Fairs Production 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 in 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 in charge of everything going live in your virtual event. He does it all.

Sound/audio engineer:

Having a fantastic video experience without 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 who look after your microphones or your audio clip playbacks.

Video playback manager:

He is the person who is actually responsible for playing back all the video content. In virtual reality events, 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 event pipeline is a producer. He is the person who often acts as a speaker manager & ensures everyone is good to go, makes 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, keeping every script on the spot is what they do.

Virtual Breakout Rooms Team:

Focussing on the final elements of the virtual reality events & production team, 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.

Team for Round Tables:

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

Virtual Fair Production Team:

Sponsors Manager:

Creating an event sponsorship package and finding event sponsors is a key part of 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.

Virtual Event Marketing Manager:

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.

Virtual Exhibitions Manager:

If a virtual event 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.

Audience Engagement:

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

Registration Manager:

As with live events, virtual events 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,explains how it works etc. Educating the virtual attendees in prior will ensure the better user engagement on the platform.


Next, determine your staff’s capacity to perform all the necessary roles. While they may operate as a well-oiled machine when putting on live events, do they have the technological know-how to conduct a multiday 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 glitch or 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 follow-up afterward. 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 of 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 reality event and helps you to create a really unforgettable virtual reality experience for your attendees. And if you are in search of the best virtual trade show platforms, then HexaFair is here to guide you!

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