How do you train your live event staff?

1 Choose the right platform and tools

The first step in training your live event staff is to select the platform and tools that suit your event goals, format, and budget. There are many options available, such as Zoom, Webex, Hopin, StreamYard, and OBS Studio, each with its own features and limitations. You need to research and compare the different platforms and tools, and consider factors such as the number of attendees, the level of interactivity, the quality of audio and video, the security and privacy, and the integration with other services. Once you have chosen your platform and tools, you need to train your staff on how to use them effectively and troubleshoot any issues that may arise.

2 Define the roles and responsibilities

The next step in training your live event staff is to define the roles and responsibilities of each team member, and communicate them clearly and consistently. Depending on the size and complexity of your event, you may need different roles, such as host, presenter, moderator, producer, technician, and assistant. Each role has specific tasks and expectations, such as preparing the content, setting up the equipment, managing the chat, monitoring the quality, and resolving any problems. You need to assign the roles and responsibilities according to the skills and experience of your staff, and provide them with the necessary resources and support.

3 Create a detailed run sheet

The third step in training your live event staff is to create a detailed run sheet that outlines the agenda, timing, and instructions for your event. A run sheet is a document that guides your staff through the various stages of your event, from the pre-event check, to the introduction, to the main content, to the Q&A, to the closing. It should include information such as the names and contact details of your staff, the links and passwords to access the platform and tools, the scripts and cues for each segment, the backup plans and contingencies for any emergencies, and the post-event follow-up actions. You need to share the run sheet with your staff well in advance, and update it as needed.

4 Conduct rehearsals and feedback sessions

The final step in training your live event staff is to conduct rehearsals and feedback sessions to test and improve your event execution. Rehearsals are essential to practice your content delivery, test your platform and tools, check your audio and video quality, and identify and fix any glitches or errors. You should schedule at least one or two rehearsals before your event, and invite some external observers or testers to provide feedback. Feedback sessions are important to review your performance, collect data and insights, celebrate your achievements, and learn from your mistakes. You should conduct feedback sessions after each rehearsal and after your event, and use the feedback to make adjustments and enhancements for your next event.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?