Key Responsibilities and Required Skills for Digital Event Coordinator

🎯 Role Definition

The Digital Event Coordinator manages the end-to-end execution of digital and hybrid events, combining technical production expertise with event marketing, sponsor management, and attendee engagement strategies. This role is responsible for platform selection and configuration, live-stream production, speaker logistics, registration workflows, and post-event analytics to maximize reach, lead generation, and audience satisfaction. The ideal candidate is highly organized, technically capable with event platforms and streaming tools, and excels at cross-functional stakeholder communication.

📈 Career Progression

Typical Career Path

Entry Point From:

Event Assistant or Event Production Assistant
Marketing Coordinator or Demand Generation Coordinator
Conference/Meeting Planner or Administrative Events Support

Advancement To:

Senior Digital Event Manager / Virtual Events Manager
Events Program Manager or Events Marketing Manager
Director of Events or Head of Live & Digital Experiences

Lateral Moves:

Content Marketing Manager (webinars & content experiences)
Partnerships & Sponsorship Manager
Customer Marketing or Community Manager

Core Responsibilities

Primary Functions

Plan, execute, and produce virtual and hybrid events end-to-end (webinars, live streams, multi-track summits, product launches), ensuring on-time delivery, high production standards, and alignment with business objectives.
Select, configure, and manage virtual event platforms (e.g., ON24, Zoom Webinar, Hopin, vFairs), including session setup, registration flows, content upload, and platform testing.
Coordinate and manage speaker and presenter logistics: briefing, run-of-show creation, slide/template review, rehearsal scheduling, and live support during sessions to ensure smooth delivery.
Operate or oversee live production workflows during events, including switching, Q&A moderation, live captioning, stream monitoring, encoder configuration, and troubleshooting A/V issues.
Build and maintain detailed run-of-show documents, technical cue sheets, and contingency plans for every event and session to minimize risk and downtime.
Drive event marketing and communications: create registration page content, email campaigns, social promotion plans, and nurture sequences in collaboration with demand gen and content teams.
Manage registration, ticketing, and attendee communications including automated confirmations, reminders, access instructions, and post-event follow-ups to maximize attendance and satisfaction.
Implement and enforce branding, creative assets, and sponsor visibility across digital touchpoints (registration pages, virtual booths, session overlays, and post-event recordings).
Collaborate with sales and sponsorship teams to develop sponsor packages, technical requirements, fulfillment checklists, and report on sponsor metrics and ROI.
Integrate event platforms with CRMs (e.g., Salesforce, HubSpot) and marketing automation systems to ensure accurate lead capture, tagging, and campaign attribution.
Monitor and optimize event budgets: track vendor costs, labor, platform fees, and sponsorship revenue; prepare budget forecasts and post-event reconciliations.
Source, manage and evaluate third-party vendors and contractors (A/V vendors, captioning services, interpreters, streaming engineers, emcees) and negotiate contracts and SLAs.
Produce and deliver post-event analytics and insights: registration-to-attendance ratios, engagement metrics, viewership retention, lead quality, and recommendations for optimization.
Design and run rehearsals and technical checks for speakers and sponsors, training presenters on platform functionality, engagement tools (polls, chat), and best practices for on-camera presence.
Ensure accessibility and compliance for digital events, including live captioning, transcripts, multi-language support, and adherence to GDPR/CCPA data handling when applicable.
Curate content strategy for event programs: session topics, speaker selection, agenda sequencing, and formats (keynote, panel, fireside, workshop) aligned to audience personas and business goals.
Optimize attendee experience and engagement mechanics: interactive polls, breakout rooms, networking lounges, gamification, chat moderation and onsite/hybrid attendee flow.
Manage on-site logistics for hybrid events: coordinate A/V setup, streaming feeds from venue to platform, backup connectivity, and technical crew coordination.
Create and manage content assets and post-event deliverables: on-demand recordings, highlight reels, session transcripts, and gated content for lead nurturing.
Conduct A/B testing on registration pages, email subject lines, and promotional copy to improve conversion rates and attendee acquisition.
Establish and document standard operating procedures, playbooks, and checklists for recurring events to increase repeatability and operational efficiency.
Lead cross-functional event planning meetings with marketing, product, customer success, sales, and legal to ensure alignment on messaging, timing, and compliance.
Troubleshoot live incidents during events, make rapid decisions, and communicate clearly with stakeholders to minimize impact to attendees and presenters.
Maintain an events calendar, resource allocation, and staffing plans to balance multiple concurrent productions effectively.
Stay current with virtual event technology trends, emerging platforms, streaming best practices, and attendee engagement tools; recommend innovations for continuous improvement.

Secondary Functions

Capture and synthesize attendee feedback and NPS for continuous product/event experience improvement.
Support development of event-specific content such as speaker bios, session descriptions, and promotional copy for website and social channels.
Assist in lead scoring, segmentation, and handoff processes to sales and downstream marketing teams based on event interactions.
Contribute to cross-channel campaign measurement and attribution models for events, linking performance to pipeline and revenue.
Help train internal teams and new hires on event platform operations, production standards, and escalation procedures.
Maintain the event asset repository, version control for presentation templates, and a library of recorded sessions for on-demand access and repurposing.
Ensure vendor invoices, PO approvals, and financial reconciliation are completed following company procurement policies.
Enforce brand and legal guidelines across all event materials, including speaker slide compliance and partner usage rights for recordings.
Coordinate accessibility and accommodations requests for attendees and presenters, and maintain records of fulfilled requests.
Participate in post-mortem reviews and create actionable roadmaps to address operational gaps, technology upgrades, and stakeholder feedback.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency with virtual event platforms and webinar software (ON24, Zoom Webinar, Hopin, vFairs, BigMarker) and best practices for platform configuration, session routing, and analytics.
Practical experience with live-streaming tools and software (OBS Studio, Wirecast, vMix, Streamyard) and understanding of encoding, bitrate, and CDN basics.
Strong experience integrating event platforms with CRMs and marketing automation (Salesforce, HubSpot, Marketo) for lead capture, scoring, and automation.
Familiarity with A/V hardware and signal flow: cameras, switchers, microphones, audio mixers, and basic troubleshooting for hybrid/onsite feeds.
Ability to build and analyze event dashboards using analytics tools and platforms (Google Analytics, platform-native analytics, Excel/Google Sheets, Looker/Tableau basics).
Hands-on experience managing registration and ticketing systems, payment processing, and attendee databases.
Solid knowledge of email marketing best practices and tools (Mailchimp, SendGrid, Marketo) for registration funnels and reminders.
Competence in content production and post-processing: recording management, video editing basics (Adobe Premiere, Final Cut, or cloud-based editors), captioning and asset delivery.
Basic HTML/CSS and landing page optimization skills for building or troubleshooting registration pages and widgets.
Budgeting and vendor contract management experience, including preparing cost estimates, tracking spend, and negotiating terms.
Understanding of accessibility standards (WCAG) and experience implementing captioning/transcript solutions and ADA-compliant workflows.
Familiarity with social media promotion and paid amplification strategies for event demand generation (LinkedIn Events, Facebook/Meta, X/Twitter).

Soft Skills

Exceptional project management and organizational skills; able to manage multiple concurrent events with competing deadlines and detailed run-of-shows.
Clear and persuasive written and verbal communication to coordinate cross-functional stakeholders, speakers, sponsors, and vendors.
Strong stakeholder management and diplomacy, balancing business needs with technical constraints and third-party vendor relationships.
High attention to detail and quality orientation—ensures consistent brand experience across digital touchpoints.
Rapid problem-solving and calm decision-making under pressure during live events and technical incidents.
Customer-centric mindset focused on delivering outstanding attendee and sponsor experiences.
Adaptability and continuous learning attitude toward new platforms, tools, and event formats.
Team collaboration and leadership—able to lead rehearsals, mentor junior staff, and coordinate contractors effectively.
Negotiation skills for vendor selection, contract terms, and sponsorship deliverables.
Creative thinking for designing engaging virtual experiences and interactive session formats.

Education & Experience

Educational Background

Minimum Education:

Associate degree or equivalent practical experience in events, marketing, communications, hospitality, or related field.

Preferred Education:

Bachelor’s degree in Marketing, Communications, Event Management, Hospitality, Business, or related discipline.
Certifications such as Certified Meeting Professional (CMP), Digital Marketing certificates, or platform-specific certifications (ON24, Zoom).

Relevant Fields of Study:

Marketing
Communications
Event Management / Hospitality
Media Production
Business Administration

Experience Requirements

Typical Experience Range: 1–4 years managing or producing digital/virtual events; hybrid event experience preferred.

Preferred: 2–5 years of progressive experience producing virtual or hybrid events with demonstrated ownership of platform configuration, live production, speaker management, and post-event analytics; experience working with marketing automation and CRM integrations.