Now that you’ve thoughtfully designed your event, it is time for you to plug in any supporting roles to help you execute.

Will the event have more than ten attendees? Do you feel confident enough using the tech platform to host your gathering? What areas do you feel least confident in? 

If you are new to facilitating virtual spaces for KQTs, we recommend having at least one supporting role alongside you as a co-facilitator and coordinator. Below are some ways we’ve defined the roles that can help create successful virtual events. You may hold multiple roles during your event. The primary Facilitator's responsibility is to be attentive and responsive to the group's needs while focusing on the agenda and objectives. 

Identifying Event Team Roles 

Facilitator

That’s you! Facilitators are responsible for setting the tone and ensuring participants are welcomed and engaged throughout the event. The facilitator is also responsible for keeping track of time and ensuring all major parts of the agenda are addressed.

Access Support 

Access Support team members focus on increasing accessibility for all participants. Some access inputs might be more specialized, such as providing sign language support or translating into a new language. Access Support team members will change according to the needs and contexts of the event and attendees.

Logistics & Tech Coordinator

Logistics and Tech Coordinators are responsible for making the event accessible and participant-friendly via technology, audio, visual media, and more. Some responsibilities may include setting up the Zoom preferences, handling recording and editing, and supporting live streaming or public sharing.

Messenger

Messengers are responsible for getting the word out and creating awareness for your event. Messengers may also be responsible for moderating the chat during your event and sharing information with participants through in-event prompts, links, resources, etc.

Care Coordinator

Care Coordinators are responsible for tending to participants' emotional care and needs. Care Coordinators are often necessary during events that cover potentially sensitive subject matter and/or where participants are prompted to share vulnerable information. 

Vibe Moderator*

Vibe Moderators are responsible for taking notice of the energy in the room and looking for opportunities to encourage or support participants. Vibe Moderators may also be responsible for taking notice of any potentially disruptive or intentionally harmful behavior from participants and reminding them of the space guidelines and agreements.

*Please note that interpreting vibes or energies is subjective, and the person tasked with this role should be attentive and attuned to how vibe checks may stem from or uphold ableist assumptions/frameworks. As possible, recognize nuances and variances in how energies and dynamics may manifest in a space that welcomes and includes people who are neurodivergent, empaths, and other sensory and sensitivity variant people.

Use this Resource: 

Roles Worksheet

KQTx Event Team Roles Worksheet‍

^ Link to Roles Worksheet

‍

Organizing Your Team Internally with the “Run of Show” Agenda 

Creating your team agenda will help you to plan your event in sections and effectively communicate what’s happening with your team members. 

What’s happening on screen? Who will be speaking at this time? What should be seen or shared in the chat while a speaker has the group’s attention? 

We’ve prepared a handy internal “Run of Show” agenda template that you can collaborate on with your team members to understand what is happening at every step and stage of your event.

Use This Resource:

Agenda Template

KQTx Facilitator Agenda Template

‍^ Link to template for creating virtual event agendas