How to Plan a Webinar Checklist
Webinar Planning Template & Checklist
8 Weeks Prior
- Determine your topic
- Select your speakers
- Choose a date and time that works for your audience
5 Weeks Prior
- Confirm speakers and send them an outline of what you’d like them to cover. Also send a speaker tool kit that outlines branding guidelines, wardrobe, lighting, and other tips and guidelines.
- Create a promotional plan to get the word out – use email, social media, partners, employees, and any other channels you have
- Design a compelling registration landing page that outlines the webinar and why they should attend
- Include a strong call-to-action that encourages people to sign up
- Make sure your registration page is mobile-friendly
- Set up a a thank you page and email reminders
2 Weeks Prior
- Prepare your slides and practice your presentation. Make sure to have your all content, PowerPoints and Videos, uploaded and tested within the Webinar platform
- Have the webinar provider train speakers on the back-end presenter console
- Make sure to test in advance the exact computer, browser, and Internet connection you will be using for the live webinar.
- Decide on a plan for handling Q&A. Use a separate moderator to managed the Q&A during the webinar and read questions to the speakers to respond. Or have the speakers managed Q&A
- Continue promotional activities
1 Week Prior
- Plan for any technical difficulties that could arise – have a backup plan in place
- Send reminder emails to registrants
- Conduct a dry run with speakers
2 Days Prior
- Send a reminder email
Day of the Webinar and During
- Send a reminder email to registrants
- If the speakers are remote, text them to confirm the time they are arriving. Have the speakers arrive at least 30 minutes before the webinar start time to do a sound check
- Promote on social media
- Record the webinar
After the Webinar
- Send follow-up emails to both attendees and those that missed it
- Pull reports and update your CRM
- Analyze webinar metrics and performance
Ready to Host Epic Virtual or Hybrid Events?
|