In the final installment of the series, I am going to discuss the contingency plans you should have in place as well as the actions that should be taken post event.
I. Contingency Plans
In any web seminar, there a many moving parts that must all come together for the event to be successful. With that in mind, it is important to have some back up plans in case some of these parts fail to come together at the right time. Remember, it is better to over-communicate with your event speakers and staff than to under-communicate. Below are several things that you should be doing in case something does not go as planned.
- Recruit Help: Try to get as much help as possible for the day of the event. Make sure technical staff is on hand and easily reached; use a Q&A manager to help manage questions; runners are never a bad idea; and audience plants to get Q&A rolling are nice to have as well.
- Reserve Now: Make sure all the proper hardware and office space is reserved well in advance. This includes phone lines and web technology; the rooms that you will need; and any equipment needs you will have.
- Emergencies: Make sure you have back up equipment including headphones, modems, computer etc. Also, always keep a direct line open with the operator at all times.
- Detail, Details, Details: Validate log-in numbers one final time, place water near the speakers, make notepads and pens available, have hard copies of the presentation available and test back-up equipment.
II. Post Event
By following a few simple steps at the end of your event, you will be able to maximize your return on the event.
Post Event Survey: Immediately at the end of the event, ask attendees to fill out a survey. Be sure to include the following elements in the survey:
- A space for attendees to ask for additional questions.
- Allow attendees to give suggestions on how to improve future events.
- Allow attendees to give you further information about their interests
Follow-Up: Make sure you follow-up with attendees within a week of the event by sending:
- A thank you for attending e-mail that includes a link to the recorded presentation.
- Any white papers or items you offered as incentive for attendance.
- Notification of drawing winner if a contest was held. This will build credibility.
And, finally conduct a post-event audit to make sure your goals and objectives were reached. This audit should be in-depth enough to provide qualitative and quantitative results that will justify your next web conference.
[tags]web conferencing, web seminars, webinars [/tags]