Lance A. Simon, VP Client Solutions
There are lots of different details to nail down when producing a Webinar, and it can seem overwhelming the first time you do it. But it’s not as complicated as it looks. We’ve broken down the parts into seven essential functions that make up any successful webinar.
It’s important to note that these are each roles and not individual people—an entire webinar can easily be produced by a team of just one or two. However, it’s critical that these roles be clearly defined and adequately covered by you and your webinar production team ahead of show time.
1. System Coordination: responsible for web conferencing system and administrative access.
• Reserves the system for use at a particular day or time.
• Schedules audio conference lines and live captioning.
• Assists all others with system training.
• Runs the webinars so must have web conference system training
• Accesses all the administrative facilities of the webinar system.
2. Program Management: responsible for the overall success of the program.
• Quantifies learning objectives before event begins
• Designs webinar to utilize the appropriate web conferencing tools to meet objectives.
• Understands audience and management objectives and ensures objectives are met.
• Works closely with Coordination to structure the webinar.
• Works with speakers ahead of time—receives bios for introductions, keeps track of all contact information including cellphone numbers, must have written commitment that presenters will be available for the program AND the run-through on agreed-upon schedule.
3. Presenter(s)/Panel: provides thought leadership and content for your event.
• Must have a location from which to present.
• Must be comfortable with online presentations.
• Should be connected to high-speed Internet via hardwire Ethernet cable.
• Panels – are all presenters in the same place?
4. Moderation: responsible for setting the tone, helping participants and speakers relax and acting as an anchor throughout.
• Must have a nice, calm voice– cannot be nervous, especially at beginning of program.
• Runs through housekeeping items, including any security clearance issues for event.
• Goes through introductions and acknowledges that the program is being recorded.
• Keeps time and gently alerts presenters if they’re at risk of running over.
• Runs the Q&A session.
• Thanks the audience and each of the presenters.
• Reminds audience about handouts, archives and survey access.
• Closes the session.
5. Facilitation: technical support for issues during live broadcast.
• Ensures that controls are set to record—not an automatic function.
• Chats out answers to general questions, or questions pertaining to specific computer, network or technical issues.
• Might help decide which questions to answer during Q&A section as opposed to which might be redundant or inappropriate.
6. Phone Conference Call Moderation: responsible for enabling participants to give live feedback verbally rather than through text chat.
• Make presenters live and will have a keypad command ready for participants to hit to be queued up for questions or comments.
• Puts all dialed-in presenters into a “ready room” so that presenters can talk while participants are calling in.
7. Marketing and Communications: broadcasts event information in advance of scheduled date.
• Announces event at least two weeks in advance (ideally a month) to get attendees committed to attend.
• Targets correct marketing channels and attendees for event as best responses and turn out comes from live program.
• Registration, rather than a link to event, will help—provides access to email addresses for reminders and live attendance encouragement