How to plan and execute successful webinar events

• Create webinar in Zoom Webinars under appropriate license
• One team member who has no speaking roles should be added as a co-host to manage the webinar. (Directing panelists, starting/stopping polls, etc.)
• Add all panelists/presenters’ names and email addresses. Unless host permissions, default to panelists for any on-camera presenters. (Zoom sends a personal join link when entered
• Confirm your settings for recording and chat

Better to record and not use it than not record and want it later

Disable all chat functionality outside of Q&A

• Create webinar and send attendee/participant link to for promotion.

• Walk panelists through Zoom controls
• Audio, Video, Screen Share, and Views
• Confirm panelists are in the location they plan to present from
• Confirm A/V quality
• Be cognizant of possible internet outages and what may cause them
• Confirm no A/V issues:

No garish backgrounds

No bright light sources in camera view

Audio isn’t distant

• Ask panelists who are presenting to practice screen share (even with a dummy presentation)
• Walk through call schedule and how each panelist will hand off to the next (if needed)
• Identify the Host and back up hosts

What happens if a presenter or moderator loses internet?

• Confirm date and time of event, including starting 30 minutes early (depending on time needed in green room)
• Ask presenters to send along any presentation materials to the host before the webinar begins.

• Re-send webinar links to all panelists through the Zoom back-end
• Reminder to presenters to send along any presentation materials to the host before the webinar begins

• 30 minutes before the start (default), all panelists should join the call for last practice (Green Room Session)

Confirm chat and recording settings are as desired

Are you recording the event? (Default: Record)

• Will attendee chat be on or off (Default: Off)
• Do an audio / video check with all presenters

Audio should be clear and without breaks

Video should be clear and without buffering

• Walk all presenters through the schedule. Confirm schedule is good
• Ask each presenter to run through their presentations, including screen shares

Confirm presenters are sharing their presentations, not their screens

• If a Q&A will occur, confirm who will field those questions

Make sure questions are dismissed as they are answered live, or answered through the text system in Q&A

Who will handle technical questions if they come into Q&A?

• Reconfirm who will start and end the broadcast
• Remind everyone that once “start broadcast” is clicked, the event is live

• Confirm chat functionality is off for attendees
• Monitor schedule and progress, be prepared to nudge someone if there is a problem (muted audio, wrong screen share, etc.) via direct message or alternative communications system
• Answer technical questions that may come in through Q&A
• End broadcast when needed

• Request recording from license holder
• Confirm recording is complete and send files along to appropriate contact
• Send post-event survey or follow-up (If needed)
• Share video or event recap on website and social properties

Tag panelist institutions