Hiring a Project Manager for Your Virtual Summit
If you’re planning a virtual summit as a solo or small online business, it can feel like trying to cook Thanksgiving dinner in a one-burner kitchen. There are just so many moving parts, and they all need attention at the same time.
You’ve got speakers to book and chase, deadlines to track, tech to set up, pages and emails to write, and a whole lot of “Wait, did we test that link?” moments. And if you’ve ever hosted anything online before, you know the stress isn’t just the work, it’s the mental load of holding every detail in your head.
The right support can look like coaching, accountability, project management, or done-for-you implementation. This post is here to help you figure out what sort of support you actually need to pull your summit off without all the stress.
Do I really need to hire a virtual summit manager, or just get support?
There’s three key elements that will help you decide if and what support you might need for your virtual summit.
Your time
If your calendar is already full with clients, content, and life stuff, it can be hard to squeeze your summit into the corners of your day. A summit asks for steady progress, not sporadic bursts of panic, so if time isn’t plentiful that can be a good sign you should look for some extra support.
Your skillset
You don’t need to be a tech wizard, a designer, a copywriter and a summit strategist to pull off an amazing event. You do need a clear plan that’s realistic, simple systems to support you and perhaps someone to do the tricky bits for you.
Your stress levels
If you’re juggling a big launch, a new offer or other big parts of your business alongside hosting a summit, it can be hard to give your event the focus it needs to succeed. It can also be really tough to pour into your event if life is asking a lot of you. So finding the right support to make your event feel manageable and low-stress can make all the difference.
When I have the right help running the show, everything gets easier: decisions happen faster, communication is cleaner, and you feel on top of all the moving parts without letting them run your life.
The hidden workload of a virtual summit (what you’re probably underestimating)
Most of us underestimate summits because we picture the event days, not the weeks (or months) of prep that goes into putting everything together.
Here’s the real scope that tends to sneak up on people:
Building your production timeline with key dates (speaker deadlines, promo windows, tech setup, rehearsal)
Speaker outreach, follow-up, contracts, and onboarding emails
Collecting headshots, bios, session titles, and promo links
Session intake and file management (video, slides, captions, backups)
Setting up registration, confirmations, tags, and automations
Creating landing pages, thank-you pages, and an access hub
Writing email sequences (launch, reminders, daily “watch now,” cart close)
Building out speaker swipe assets to help them promote your summit
Sponsor outreach, deliverables, invoices, and logo placement
Customer support (login issues, refunds, “Where do I find…?”)
Oh, and running the summit once you’re live!
If that list made your eye twitch, welcome. You’re normal. And you’ll likely feel a lot better when you get help 😘
Types of summit support you can hire
When I hear clients say “I need help,” my first instinct is to help them get more specific. Do you need:
Coaching is perfect if you’re craving strategy and guidance. Coaching is best for clients who want an expert brain to lean on, but still want to do the work.
Project management is ideal if you need more logistical support. Planning, coordination, and keeping the whole machine moving. Think of it like accountability on steroids!
Implementation is great if you need hands-on build and asset creation, like event branding, graphic design, copywriting, pages, emails, or tech setup. Best when your capacity is low or a key part of your summit process is just outside of your own skillset.
Personally, I bundle up all three into my Online Event Project Management Services so you can get the best of all three!
What a great virtual summit project manager does (and what they don’t do)
A great virtual summit project manager doesn’t just “organize tasks.” We protect the event experience, your sanity, and your reputation, all at the same time.
What you’re really paying for is someone who can help translate your big vision into a week-by-week plan, then keep you moving step-by-step as you bring it to life. I like to think of it as being your thought partner and accountability buddy all rolled up into one!
Plus, I’m there to help you work through any sticky situations as the arise and spot opportunities you might miss because you’re in the weeds getting things done.
If you already have a team, I can also help you delegate your summit workload to your VA, designer, copywriter ect… Or if you’re working solo, you can opt to have me take over some of the deliverables to get professional results without having to manage another team member.
Core deliverables: strategy, planning, and support
Here’s what you should expect as “core” deliverables from a strong summit project manager:
A clear event strategy (goals, format, ticket plan, simple promo approach)
A master event plan with dates, owners, and status (no mystery spreadsheets)
Weekly check-ins (async can be great!), with priorities for the week
Asset reviews to make sure your summit look good!
As I mentioned, you can also opt to hand off some done-for-you work to your summit project manager, like graphic design, landing page setup, or promotional copy. This can be a relief if those aren’t your strengths but make sure you like their style before oursourcing.
Clear boundaries that prevent misunderstandings (strategy, sales, and tech ownership)
A summit project manager is not automatically your general copywriter, designer, ads manager, or tech support. We might help you coordinate those pieces, but unless it’s included in the scope of work, it’s not their job to write all of your summit emails or troubleshoot your tech at midnight the night before your summit goes live.
Before approaching a summit project manager, I recommend reflecting on what sort of support you need (coaching, project management or implementation) and if you’re looking for short-term or long-term support.
Then, I like to make sure we’re on the same page with the support you’re after by having a quick chat before working together. I do ask potential clients to fill in a quick application so I can make sure we’re a good fit and then I invite you to hop on a quick call or chat asynchronously on Voxer to make sure we’re on the same page.
Conclusion
Hosting your own virtual summit can be super fun and profitable, but you do need a really solid plan to bring it together without burning out. That’s where finding the right support can make all the difference!
