Assigning specific meeting roles to team members can help your virtual meeting run smoothly. Here are a few meeting roles to consider as you plan your approach:

  • Presenters and Hosts

  • Q&A Lead

  • Phone Lead

  • A/V Troubleshooter

Presenters and Hosts

Presenters or meeting hosts run the meeting through their videoconferencing service (like Zoom or Webex).

Through this videoconferencing service, presenters/hosts will:

  • Present meeting material

  • Share any images, graphics, and audio

  • Control audio volume and mute

  • Control screen share

  • Switch between presenters

NOTE: To avoid confusion and reverb audio issues, presenters/hosts should not have both the meeting and Zoom or Webex meeting open at the same time. We recommend simply running the meeting via the videoconferencing service, and having another person monitor the meeting from the Live Site.

Q&A Lead

The Q&A lead monitors questions submitted by the public, coordinates with subject-matter experts, then shares answers via the PublicInput Live Site.

The Q&A Lead should have two windows open: the PublicInput Live Site and the Zoom/Webex meeting. This allows the Q&A Lead to monitor questions and comments coming through, then communicate those to subject-matter experts via the Zoom/Webex chat function.

Note: The Q&A lead should mute the meeting on Zoom/Webex to avoid confusion and reverb/audio issues.

Phone Lead

The Phone Lead manages the speaker queue (if used) and voicemail comments.

The Phone Lead should be logged in as an administrator, and should have the live PublicInput meeting open on their computer. This provides quick access to phone and voicemail controls, while still allowing the Phone Lead to listen to the meeting presenters.


The Troubleshooter solves connection issues and resolves potential phone or streaming errors before and during the meeting.

The Troubleshooter should have three windows open: The meeting, the Zoom/Webex meeting, and the Facebook Live/YouTube Live stream. This will allow the Troubleshooter to monitor issues on any of these platforms.

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