Mastering Remote Events & Webinars as a Tech VA for Life Coaches

The world of life coaching has embraced remote events and webinars as powerful tools to connect with audiences, share insights, and provide coaching on a large scale. Managing these events can be challenging, especially for coaches who are focused on delivering content. This is where Technical Virtual Assistants (TVAs) step in. As a Tech VA, your role is pivotal in ensuring everything runs seamlessly from start to finish.

This blog will explore key responsibilities and best practices for managing remote events and webinars as a Technical VA, ensuring a smooth experience for life coaches and their audiences.

1. Pre-Event Planning and Setup

Effective planning is essential for the success of any remote event. As a TVA, your role in this phase includes understanding the life coach's goals and aligning technical requirements accordingly. Here's what pre-event planning entails:

Platform Selection

Choosing the right webinar platform is critical. Life coaches may prefer platforms like Zoom, GoToWebinar, or WebinarJam, depending on their audience size, engagement features, and integrations with CRM systems. Research and recommend platforms that provide a smooth user experience while supporting essential features such as polls, Q&A, and recordings.

Tech Setup

Ensuring that the event is technically sound is one of your primary responsibilities. This includes setting up registration forms, landing pages, and email notifications for attendees. Test audio, video, and internet connections to ensure no disruptions occur on the day of the event. Additionally, create a contingency plan for any technical issues.

Scheduling and Communication

Coordinate with the life coach to set up a convenient time for the event and ensure it fits well into their marketing schedule. Automate emails and reminders to participants using platforms like Kajabi, Kartra, or ConvertKit. As a TVA, you’ll also be responsible for sending calendar invites and reminders to the life coach and panelists.

Creating Event Assets

Ensure all assets, such as slides, videos, polls, and promotional materials, are in place. Help life coaches design professional-looking presentations that align with their brand.

2. Managing the Live Event

When the event day arrives, your role shifts to real-time management. Here's how you can manage the webinar effectively:

Tech Support for Hosts and Participants

Be available during the event for any technical support needs. This includes troubleshooting audio or video issues, managing attendees, and handling last-minute glitches. Always have backup links and solutions ready in case of unexpected problems.

Green Room Setup

Setting up a virtual 'Green Room' (or Preparation Room) is essential to help life coaches and guest speakers prepare before going live. Ensure everyone has the necessary information and technical setup, and conduct a final sound check. This can be done within the webinar platform’s backstage area to ensure a smooth transition.

Moderating the Event

As a moderator, handle chat management, audience Q&A, and interactive features like polls and surveys. This allows the life coach to focus on delivering content while you manage engagement. Moderating live events also involves keeping track of time, ensuring smooth transitions between segments or speakers, and keeping the audience engaged.

Recording and Documentation

Always ensure the event is recorded for future use. Whether the life coach plans to repurpose the webinar for a course or use it for content marketing, make sure you record high-quality audio and video. After the event, compile Q&A transcripts, chat logs, and poll results to share with the life coach.

3. Post-Event Follow-Up and Analytics

A successful event doesn't end when the webinar is over. As a TVA, you'll manage the post-event tasks that help life coaches turn their event into a lead-generating machine.

Follow-Up Emails

One of the most important post-event tasks is sending follow-up emails to attendees and non-attendees. Automate these emails with personalized messages, event recordings, and relevant offers or next steps. A well-timed email can be crucial in converting attendees into clients.

Analyzing Event Data

Collect data from the webinar platform to provide insights into audience engagement. Track attendance rates, how long participants stayed, and which segments received the most interaction. Sharing this information with life coaches helps them refine their future events and tailor content more effectively.

Repurposing Content

Help the life coach repurpose the event into various content formats. Create short clips for social media, turn the event into a blog, or add it to an online course. Repurposing extends the content’s lifespan and maximizes its impact.

4. Key Tools for Webinars and Remote Events

To ensure life coach clients get the most out of their webinars, familiarize yourself with the following tools:

• Zoom, GoToWebinar, and WebinarJam: Popular platforms with robust features for large-scale webinars.

• Google Slides or Canva: Create visually appealing presentations and marketing materials.

• Kartra, ConvertKit, and Ontraport: Manage email marketing automation and follow-ups seamlessly.

• Zapier or Make (Integromat): Automate workflows between platforms, such as sending webinar registration data to CRM systems.

5. Challenges and How to Overcome Them

Technical Glitches

No matter how much preparation you put in, technical glitches can happen. Always have a backup plan, including alternative links or ways to broadcast if the main platform fails. Reassure life coaches that you're ready for any issues.

Engagement

Keeping attendees engaged remotely can be challenging. Use interactive tools like polls, Q&A, and chat to involve the audience. Remind the life coach to create breaks or activities that re-energize the crowd.

Time Management

Help your life coach stick to the agenda by keeping track of time and providing reminders during the event. This is especially important if there are multiple speakers or a detailed presentation.

6. Why Life Coaches Need a Technical VA for Webinars

Life coaches can benefit immensely from having a Technical VA manage their remote events and webinars. Here’s why:

• Focus on Content: Coaches can concentrate on delivering valuable content while you handle the technical side.

• Seamless Experience: Attendees enjoy a smooth, professional event, increasing the coach’s credibility.

• Time Efficiency: You handle the scheduling, follow-up, and data analysis, saving the coach time and effort.

• Expert Guidance: Your knowledge of webinar platforms and tools helps coaches choose the best options for their needs.

Conclusion

Managing remote events and webinars is no easy feat, but as a Technical Virtual Assistant, you play a crucial role in ensuring these events run smoothly. By handling the technical aspects, pre-event preparation, live event support, and post-event follow-up, you allow life coaches to focus on what they do best: coaching and inspiring their audience. With the right tools, strategies, and support, you can help life coaches scale their business through successful digital events.

Are you a life coach looking to host your next big webinar without the stress of managing the technical details? Contact Reigning and Rising today and let’s make your next virtual event a success.