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by Debi Scholar, CMP, CMM | March 01, 2011
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• The meeting planner and content designer might be the same person, if the planner has the necessary skills.

• Depending on the company, the information technology department is likely to work closely with the VME technology supplier.

• Procurement often will work with stakeholders from education and development, human resources, marketing, travel/meetings and IT to secure a standard VME platform.

• Procurement also might lead quarterly reviews with the technology provider.

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The following checklist was compiled by Debi Scholar, CMP, CMM, president, The Scholar Consulting Group LLC (teplus.net), who suggests that virtual meetings and events (VME) roles and responsibilities be organized as follows. The information has been adapted from her book, A Guide to Virtual Meetings and Events, to be published this year.

VME Owner/Requester Bears accountability for overall success

Often holds the budget

Often requests supplier services and is the client of the service providers

Often knows the content and objectives of the event, and can identify the audience

Provides approval and sign-off of the designed meeting/event content

Participates in the meeting/event

Participates in the debriefing and uses information to improve current and future meetings/events

VME Meeting Planner Receives meeting/event request, and adds it to VME calendar

Consults with the owner/requester on the best virtual meeting technology, based on objectives, audience size, locations, playback requirements and budget

May act as the project manager and develop project plan

Confirms budgets, routes for approval and pays suppliers using a centralized payment system

Identifies resources (content, presenters, etc.)

Teams with face-to-face meeting planners if the VME complements a face-to-face meeting

Determines compliance requirements

Checks technology availability

Sends a "save the date" message and prepares communications with instructions that will be sent to the presenters and attendees

Manages, monitors and supports the registration process; responds to pre- and post-event questions

VME Content Designer Establishes meeting/event requirements and confirms target audience

With VME meeting planner and stakeholders, determines the best technology that will meet the meeting objectives

Creates agenda and designs content materials by using engaging activities (storytelling, polling, peer-to-peer chat, whiteboard, application sharing, emoticons, breakout rooms and various types of visuals such as AVI files, Flash, PowerPoint, etc.)

Participates in the meeting/event

Participates in the debriefing and uses information to improve current and future meetings/events

VME Presenter, Facilitator or Subject matter expertProvides content knowledge to the designer

Practices and prepares to lead or facilitate the meeting/event

Answers verbal and text-based questions during the event

Provides expertise to attendees after the event ends, if applicable

Facilitates or presents content during event

Participates in the debriefing and uses information to improve current and future meetings/events