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Best Practices for Webinar Setup and Planning

Posted by Anthony Salas on
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Chances are, you are very familiar with the many moving parts that go into setting up a webinar. With assistance from the American Marketing Association, we created a best practices document to offer help sorting through those details.

As a supplement to this document, the members of our Events team came up with the following additional points to consider while setting up a webinar.


  • Be sure to schedule your webinar as far in advance of the actual date as possible – ideally, at least 6 to 8 weeks prior – in order to allow enough time for proper marketing of your webinar.

  • If you have a custom script, be sure to send it your Event Manager at least 24 hours in advance of your webinar.

  • If your participants will be listening to the audio via their phone lines, you might consider adding something similar to the text below to your invitation or confirmation email.

 

To ensure you are able to join this event successfully, please dial in 10-15 minutes prior to scheduled start time. You will be greeted by an operator. Please be prepared to give them your full name and company name. You will be placed on hold until the call begins.


If you are using the broadcast audio function (allowing your participants to listen to the audio via their computer speakers, you might consider something similar to the text below.

 

 

When you log into the web portion, you will automatically be connected to broadcast audio which will allow you to hear the presentation through your computer speakers. Please make sure the volume on your speakers is set appropriately to your location and is respectful to those around you.

 

 

 


  • Prepare an introduction slide to show prior to the beginning of the webinar. This slide can include the login information and is very helpful, especially if the dial-in number is listed. Also, if the webinar uses broadcast audio, you can also use this location to remind participants to make sure the volume on their speakers is set appropriately.

  • Prior to the live webinar, you might consider sending an email to all speakers with their dial-in and log-in information.

  • Prepare a few “canned questions” just in case you need them to fill time during the Q&A session.

  • Think about audience engagement!!! Come up with a few ways of interacting with your audience!

  • Be aware of your platform’s limitations before the live webinar (participant limit, desktop sharing, video, etc.)

  • Find out what type of support you have from your platform provider before, during and after your webinar.


If you use any setup best practices that are not listed here, we would love to hear from you! Please feel free to share your thoughts as others may find it helpful in their webinar setup.

 

 


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