Would you like to start organizing webinars? Use this checklist and you will learn how to organize a webinar in the most effective way.
A webinar is one of the best ways to generate or nurture leads online. You can share your expertise with your target group and you can rest assured that if someone registers for your webinar, he or she is at least interested in your expertise.
- Define the goal of the webinar.
- Choose the target audience you want to reach.
- Determine your key success metrics of the webinar (registrations, viewers, leads, etc.)
- Define clear roles within the team (Technical moderator, Host, Presenter)
- Determine the subject; does it offer added value for your target group?
- Choose a suitable date and time (based on the preference of your target group).
- Determine your budget for the webinar (technology, AV, speakers, promotion, follow-up).
- Is there a landing page where registrants can register? What information does the form require?
- Do you have a backup or contingency plan? (technology, speaker, etc.)
- Decide which webinar tool you want to use and whether you want to do it yourself or want professional support.
- How can you include your corporate brand in the design?
- Test all equipment and software.
- Is the audio / video quality up to par? Can it be seen / heard on all browsers and devices?
- Do you use a PowerPoint? Do you work with a screen sharing option and can you also show other applications?
- Is there a good (quiet) location where the webinar can be held?
- Promote the webinar (social media, emails, website banners, through promotional partners, etc.)
- Which reminders are you going to send the participants (email or text message?)
- Choose an attractive title for the webinar
- Think about the interaction during the webinar; can participants ask questions, do you use polls, Twitter, call2actions and / or a survey?
- Have a dry run. Do you have a good presenter?
- Are you going international? Then take into account different time zones.
During the event
- Don’t let a webinar last too long (30-60 minutes). No longer than 60 minutes.
- Is there enough variety in the presentation? (voice, speakers, images)
- Are the slides designed professionally? (Too much text? Enough images?)
- Determine the tone of voice of the presentation.
- Can’t you be interrupted? (Cell phones off, door closed, skype off, outside noises etc.)
- Is it clear how the questions of the participants are dealt with? Is there a live Q&A?
- Is there a clear (concluding) call-to-action?
- Hand out a bonus to viewers.
- Provide a quick follow-up based on the call2actions and feedback from participants.
- Is an on-demand version of the webinar available? If so, how can you further promote / use it?
- Send an email to the no-shows (“too bad you weren’t there”) and to the participants (“thank you very much for your presence”).
- Have all questions been answered?
- Can the content of the webinar be reused?
- Are the slides available online?
- Evaluate the session with the team.
- Have you achieved the previously set goals and expectations?
- What are the areas for improvement?
As you can see, there are quite a few things to keep in mind. My advice: start small. Start with a pilot webinar, evaluate it well and see where you can improve before you roll it out any further!
Need help? Reach out to our team and we can offer you flexible support in webinars
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