How to Plan a Webinar Checklist

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How to Plan a Webinar template checklistWondering how to plan a webinar? We complied a handy checklist and template to help when you’re planning your webinar. This allows you to make sure you’ve got everything sorted, so you can relax and focus your speakers on delivering a great presentation.

Webinar Planning Template & Checklist

8 Weeks Prior
  1. Determine your topic
  2. Select your speakers
  3. Choose a date and time that works for your audience

5 Weeks Prior

  1. 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.
  2. Create a promotional plan to get the word out – use email, social media, partners, employees, and any other channels you have
  3. 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

  1. Prepare your slides and practice your presentation. Make sure to have your all content, PowerPoints and Videos, uploaded and tested within the Webinar platform
  2. Have the webinar provider train speakers on the back-end presenter console
  3. Make sure to test in advance the exact computer, browser, and Internet connection you will be using for the live webinar.
  4. 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
  5. Continue promotional activities

1 Week Prior

  1. Plan for any technical difficulties that could arise – have a backup plan in place
  2. Send reminder emails to registrants
  3. Conduct a dry run with speakers

2 Days Prior

  1. Send a reminder email

Day of the Webinar and During

  1. Send a reminder email to registrants
  2. 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
  3. Promote on social media
  4. Record the webinar

After the Webinar

  1. Send follow-up emails to both attendees and those that missed it
  2. Pull reports and update your CRM
  3. Analyze webinar metrics and performance

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