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How to Hire aVirtual Events Team
Table of Contents
HOW TO HIRE A VIRTUAL EVENTS TEAM 2
03 Introduction
07 ID Resources and Gaps
10 Who to Hire
12 Screening Questions
15 Virtual Event Examples
18 Tips and Conclusion
How to Hire aVirtual Events Team
Introduction
HOW TO HIRE A VIRTUAL EVENTS TEAM 3
It’s easy to get distracted during a virtual event, even when you don’t mean to. When other options are just a click away, there’s no room for boring events. So in a world where virtual is the new normal, how do you host a great event that gets your message across and keeps people engaged throughout?
Your virtual event can have an impact—if youplan it right
HOW TO HIRE A VIRTUAL EVENTS TEAM INTRODUCTION 4
7 out of 10event professionals have movedin-person events partially or fully online.
Hosting an online event shouldn’t just be an in-person event with a webcam thrown in. Some aspects of face-to-face interaction can’t be duplicated. At the same time, going digital offers unique opportunities to learn and interact—if you can find those moments and learn to make the most of them.
To do this well, you’ll need access to the right skills and expertise to execute. In this guide, we’ll explore how independent talent can be the success factor you need.
Source: PCMA, April 2020
VP of Customer Insights at Upwork and host of the Work Without Limits Executive Summit
“The majority of the fancyfeatures we rolled out aroundhigh-quality audio and video [as part of Work Without Limits] was done with on-demand talent and no middleman. We wanted subject matter experts to tackle our main challenge: How can we make our event stand out? We decided our event would be remarkable. Not just because of the content but because of the way it was delivered.”
Tim Sanders
HOW TO HIRE A VIRTUAL EVENTS TEAM INTRODUCTION 5
Virtual Event Examples
HOW TO HIRE A VIRTUAL EVENTS TEAM INTRODUCTION 6
Intimate interviews and performances
“All hands” staff meetings
Behind-the-scenes tours
Livestreams
Webinars
Team-building activities
Interactive workshops
Training sessions
Virtual conferences
How to Hire aVirtual Events Team
ID Resources and Gaps
HOW TO HIRE A VIRTUAL EVENTS TEAM 7
Spot the talent gaps
HOW TO HIRE A VIRTUAL EVENTS TEAM ID RESOURCES AND GAPS 8
Virtual events take core planning skills and twist them for a new format: Venue is a non-issue but the event hinges on high-quality audio. On-site logistics don’t matter, but you need a secure and reliable broadcast platform that will work anywhere.
Do you have a team in place that can handle the logistics and delivera seamless experience?You may have the ideal talent in-house or you may need to find external vendors; companies planning a virtual event will need to be able to effectively marshal both as needed.But before you can identify the skills you’re missing, you need
to figure out the scope and complexity of your event and what it will take to pull it off.
Consider the following questions as you start to clarify your vision and the results you’re aiming for.
The BenefitsWhat are the purpose, goal(s), and objective(s) of your event?
When will you hold the event? (Consider the date, time, and length.)
How many attendees are you aiming for?
What kind of content will produce the results or actions you’re looking for?
Is your timeline sufficient for you to get the necessary expertise and technology in place?
Who are the speakers and presenters who can move your audience toward the goal?
How can attendees connect virtually with other attendees?
What skills do you have available in-house and where do you need external help/support?
What platforms (or features) do you need to bring all of this together?
How will you measure success?
What actions or behaviors do you want your audience to adopt as a result?
How will you encourage participation and interaction between you and attendees?
Who are the key stakeholders whoneed to be involved?
01. Purpose
02. Process
03. People
How will you deliver the information: Multiple speakers in multiple locations? Multimedia presentations? Printed materials? Breakout rooms?
Who will attend your event? (Consider audience, time zone, available technology/bandwidth, and how that may impact the event format.)
HOW TO HIRE A VIRTUAL EVENTS TEAM ID RESOURCES AND GAPS 9
How to Hire aVirtual Events Team
Who to Hire
HOW TO HIRE A VIRTUAL EVENTS TEAM 10
Planning an event with independent experts
HOW TO HIRE A VIRTUAL EVENTS TEAM WHO TO HIRE 11
ConceptIdentify the concept and define event scope
Event DayEnsure that event day runs seamlessly
DesignStart to design the look, tone, and flow of the event
WrapComplete any wrap up and report on results
ExecuteImplement and execute plans for the event
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2
5
3
Pros who might be able to help include:
Event planner
Scriptwriter
Videographer AV/IT supportAV specialist Copywriter
Marketing strategist
Email marketer
Instructional designer
Presentation designer
Web designerVirtual assistant
Graphic designer AV expert
Event manager
Content writers/bloggers
Video producer
Public relations specialist Event script writer
Social media marketer
How to Hire aVirtual Events Team
ScreeningQuestions
HOW TO HIRE A VIRTUAL EVENTS TEAM 12
Specialized expertise to considerIf your company needs full-service support—from creating a master plan to ensuring event day goes without a hitch—an agency with virtual event experience may be an ideal partner.
If you already have an event team in place but need specialized support/skills consider an experienced independent professional.
For example:
Get a head start with independenttalent on Upwork
Who to hire for your virtual event
HOW TO HIRE A VIRTUAL EVENTS TEAM SCREENING QUESTIONS 13
• AV specialist
• Email marketer
• Event planner with virtual event experience
• Event scriptwriter
• Graphic designer
• Instructional designer
• IT technician / support specialist
• Marketing strategist
• Presentation designer
• Program manager
• Public relations specialist
• Scriptwriter
• Social media expert
• Videographer
• Video producer
• Virtual assistant to support research, data entry, and other event preparations
• Web designer
Social Media Expert to build buzz, visibility, and community.
Purchase a project today
AV Specialist to ensure proper setup and high-quality delivery.
Purchase a project today
Graphic Designer to create marketing assets and a consistent look.
Purchase a project today
Web Designer
to build a landing page or website and embed any multimedia.
Purchase a project today
Writers
to support content marketing, event promotions, email marketing, and more.
Purchase a project today
Tech Support
for a smooth experience and IT troubleshooting.
Purchase a project today
The BenefitsDescribe how you’ll deliver high quality event content.
What capabilities are you able to support? Are there skills we should source internally or with another contractor (i.e. speakers, PR, webcasting)?
How do you measure the success of virtual events you work on?
What do you think makes a good/successful virtual event?
How can you best support clients before/during/after a virtual event?
Screening and interview questions to consider
Describe how you’ve helped develop a virtual event or pivot an in-person event to an online one.
HOW TO HIRE A VIRTUAL EVENTS TEAM SCREENING QUESTIONS 14
Job details
Virtual event planner needed to support VIP client experience
Project Management
Posted 4 days ago
Specialized profiles can help you better highlight your expertise when submitting proposals
to jobs like these. Create a specialized profile.
Only freelancers located in the U.S. may apply.
Hours to be determinedHourly
3 to 6 monthsProject Length
ExpertI am willing to pay higher
rates for the most
experienced freelancers
Project Type: One-time project
1. What do you think makes a good/successful virtual event?
2. What are the first steps you take when planning a new event?
3. What capabilities are you able to support? Are there skills we should sourceinternally or with another contractor?
Skills and Expertise
Project Management Skills
Cost Control Team Alignment
Project Management Deliverables
Milestones Process Project Timeline
Project Management Focus
Logistical
Other
Workflow Risk Management
We’re looking for a virtual event planner to work with our sales team to develop a virtual VIP experiencefor our top customers that will wow them from start to finish.
We have previously hosted in-person client events, but need an expert to help us successfully pivot online. We need consultation on concept and format, technology and streaming platforms, production timelines, and promotion.
Requirements include:- Proven experience with complex and high-visibility virtual events- Familiarity with work management tools including Asana and Salesforce- Knowledge of the real estate industry a benefit
Deliverables include:- The VIP experience itself- Overall event strategy and timeline- Consult on vendor selection- Marketing and promotional materials- Day-of coordination- Post-event report- Recommendations for future virtual events
In your proposal, describe how you’ve helped develop a virtual event or pivot an in-person event to an online one.
You will be asked to answer the following questions when submitting a proposal:
Preferred qualifications
Job Success Score: At least 80%
English level:
Amount earned: $25k+
Location: United States
Fluent
Activity on this job
Proposals: Less than 5
Interviewing: 2
Invites sent: 8
Unanswered invites: 4
Last viewed by client: 1 day ago
Submit a Proposal
Flag as inappropriate
Required Connects to submit aproposal: 6
Available Connects: 60
About the client
Payment method verified
5.00 of 9 reviews
United States02:07 pm
4 jobs posted0% hire rate, 1 open job
Job link
https://www.upwork.com/jobs/ ~ 019cfd6623cb0d3ffe
Copy link
Member since Jul 16, 2010
A job post should quickly describe your project and the expertise you’re looking for. This makes it easier for potential event partners to quickly identify whether they’re a good fit for your project.
Post Your Virtual Event on Upwork
A clear and specific project title.1
2 A project overview that briefly summarizes the event objective as well as qualifications andexpected deliverables.
3 Thoughtful screeningquestions make it easier to shortlist proposals.
4 Highlight the key skills, expertise, and qualifications you’re looking for.
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2
3
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Save Job
Post Your VirtualEvent on UpworkA job post should quickly describe your project and the expertise you’re looking for. This makes it easier for potential event partners to quickly identify whether they’re good fit for your project.
How to Hire aVirtual Events Team
Virtual EventExamples
HOW TO HIRE A VIRTUAL EVENTS TEAM 15
Tech startup leans onvirtual team to support client events
A California-based tech startup created a platform for immersive virtual worlds that can be used for events, education, or work. The company’s focus is developing the platform but demand has been on the rise to support live virtual events for their clients. As a result, they’ve connected with a number of independent professionals, tailoring the expertise to meet each client’s specific needs. This might include:
Virtual event representatives to drive engagement of attendees, collect information during the event around the attendees, and facilitate meetings on behalfof their sales team.
Virtual videographers to record screen shares and presentations done in their virtual campus using OBS (Open Broadcaster Software).
Bilingual virtual event planners who can use their extensive expertise to help clients plan and execute a well-orchestrated event.
HOW TO HIRE A VIRTUAL EVENTS TEAM VIRTUAL EVENT EXAMPLES 16
6-10/month 20/monthnumber of events independent partners
Exclusive summit smoothly pivots to online event
Less than two months before event day, COVID-19 pushed Upwork to move its Work Without Limits (WWL) Summit online. But the company didn’t have in-house experience with the high-quality 4K webcast they wanted to produce. And the new event strategy meant they had just weeks to adapt andscale up production.
To bring it all together, Upwork built a flexible bench of independent professionals with rich experience working on virtual events. This included:
• A video producer to guide the 4K webcastand high-fidelity audio
• A copywriter to create polished email invites and landing page copy
• A [instructional designer?] to speakers adapt their presentations for a virtual environment
• A video production agency to ensure high-quality recordings
This hybrid team worked in partnership to ensure a smooth high-touch experience from invite to execution.This culminated in a one-day event that blended liveand pre-recorded sessions that featured more than 20 speakers and nine sessions. Learn more here.
HOW TO HIRE A VIRTUAL EVENTS TEAM VIRTUAL EVENT EXAMPLES 17
1,725 1,018 peak 7registrations (free) total attendees independent partners
How to Hire aVirtual Events Team
Tips andConclusion
HOW TO HIRE A VIRTUAL EVENTS TEAM 18
Learn more from Upwork
Conclusion
HOW TO HIRE A VIRTUAL EVENTS TEAM TIPS AND CONCLUSION 19
How to Run a Successful Virtual EventWhat does it take to make an online conference work? We interviewed four online event experts to share their insights and strategies for going virtual in this new reality.
How to Trust the Work of a Remote Professional You’ve Never Worked With BeforeWhat can you do to feel more confident about the professionals you partner with? Finding the right talent can be particularly intimidating if you’re sourcing skills outside your wheelhouse. Here are some tips to consider as you get started.
Remote Work 101: How to Get Started with Building and Managing a Distributed TeamThe tips in this guide can help you lead smoother projects with higher results, whether the teams are made up of employees, independent talent, or both.
Recording Tips to Ensure Your Audio Is Top-NotchGreat audio is a top priority for any virtual event. Here are a few important things to know about recording audio to help you get the setup right.
Marketers: Ensure Your Content Connects with Instructional DesignInstructional designers have the insight and expertise to transform the content you want to teach, train, or build trust into a super engaging experience that sticks.
“This crisis has driven a lot of technological advances in virtual environments. We get a lot of clients asking what possibilities are feasible for their industries. There is a long list of emerging skills in augmented reality (AR) and virtual reality (VR) that are starting to be required or asked about, including machine learning, face/body tracking, and photogrammetry. These and more help make experiences feel realistic and comfortable for people in a virtual environment.”
Brad MartinAR/VR Specialist
Partnering with independent talent for your virtual event means you can leverage their experience to cut down on guesswork and get closer to your vision from Day One.When you look for that talent on Upwork, you get access to proven, quality talent from a global pool of established professionals that have chosen remote work as a career.
Let Upwork partner with you to find the talent you need with the flexibility you want. Contact us.
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