10 Steps You Need to Master When Planning a Webcast · Steps You Need to Master When 10 Planning a...

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Steps You Need to Master When Planning a Webcast10

If you are new to the world of webcasts, it

is easy to feel overwhelmed when you sit

down to plan. If you become lost in all the

details, you can easily overlook vital steps

which are essential to success.

That’s why the best approach is to break it

down. This simple 10-step procedure for

planning and executing a powerful webcast

can streamline the process and set you up

for success.

10 STEPS YOU NEED TO MASTER WHEN PLANNING A WEBCAST

To learn more about INXPO’s next generation webcasting solution visit www.inxpo.com/webcasting, email us at [email protected], or call us at (312) 962-3708.


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3 After the planning call it is important to create and publish a clean and informative registration page for attendees to visit leading up to the presentation. Here, attendees will learn information about the speakers, topics and the learning objectives that will be shared during the webcast. Adding additional links like social media to your registration page can help spread the word and increase audience attendance at your webcast.

Create an informative registration page

As part of your planning process, be sure to touch base with your speaker(s). Discuss the subjects to be covered, the timing for the presentation, and the schedule for the event. The last thing you want is a speaker who will pull out at the last minute because of scheduling or who can’t perform to your expectations.

Follow up on the call by sending over a written document with your expectations for the speaker, best practices, and deadlines. Talk about who the audience will be, the format of the session, and how the webcasting platform works.

Have a planning call with the speaker three weeks in advance

Never take a rushed approach to webcasting. It is important to give yourself at least three weeks. Depending on the event, you may need more time to prepare so you can achieve the best results. There are several key reasons to give yourself this extra time. First, it allows you to plan a better session and pull together all the resources you need. Participants can always tell when a presentation has been rushed and speakers haven’t practiced. Second, it offers you more time to promote your event and garner more interest. Third, it allows potential attendees more time to make room in their schedules for your webcast, boosting attendance and participation.

Schedule the webcast at least three weeks in advance




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5You may wish to give your speaker extra time to prepare his or her content, but make sure all of the speaker content is finalized and uploaded at least 24 hours before the presentation. Make sure it is uploaded properly before the dry run and that polling questions have been converted to active slides.

Upload finalized speaker content

Do not wait until the last minute to upload your content. Do it as soon as you have finalized it, preferably at least 48 hours before the live event. This includes your slides, surveys, polls, calls to action, documents, links, and any other materials you have prepared in advance. By uploading this material ahead of time, you can use it during the dry run, which will help you establish pacing and flow. This in turn helps the speakers to understand where they fit into the presentation.

Finalize and upload all content to your webcast

Two weeks before the day you plan to go live, get your webcast posted with the title, abstract, and speaker information. That way you can start promoting the event and your attendees can learn a little bit about what to expect during the webcast Promote your event across social media channels and send out emails to your newsletter subscribers. Reaching out early to potential attendees shows courtesy and gives them the best chance to block out time to attend your webcast. Most attendees will register a week in advance to an upcoming webcast so giving them plenty of time will ensure they make your webcast a priority.

Remember to target people who have already demonstrated an interest or attended previous events, and also ask your speakers to promote the event to their networks. If you host regular sessions, always mention your upcoming events as you close your webcasts, and update your sitewith banners supporting your webcasts, if applicable.

Create and publish the webcast two weeks in advance




Q&A

8 It’s the big day! All speakers should be logged into the webcasting platform at least 30 minutes before the start time of the event. The engineer should log on at least 45 minutes early and double check all the content is formatted and working correctly. Then it is time for the pre-call and the webcast itself. The engineer will need to monitor the event as it unfolds, ensuring that all elements display and the timing unfolds as scheduled. If something goes wrong, it will be the engineer’s job to troubleshoot and enact contingency plans to cover for mistakes.

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Take the time to thank your participants for attending and gather any other feedback or questions they may have. If you plan on creating more webcasts on a schedule you can inform your attendees of upcoming events in the near future. 10

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A dry run is like a dress rehearsal. It gives your speakers and others involved in your webcast a chance to run everything through and make sure that there are no issues with content, pacing, or any other technology you are integrating into your presentation. If there are, you have time to troubleshoot. It is best to do the dry run 48 to 72 hours in advance — or earlier, if time allows. Particularly elaborate presentations with different speakers may require multiple dry runs. This is also a great time to develop and practice contingency plans.

Take time to thank your audience

Do at least one dry run

Deliver the live webcast

Follow up with a post-webcast debriefYour work is not complete after the webcast is over and your participants log off. Follow up with the speakers and other members of your team to talk about speakerperformance, the results of surveys and polls, data on user attendance and engagement, Q&A discussions, and other aspects of the presentation. Look for areas where you could improve in the future, and also identify strong points in the presentation.




Following these 10 steps can help you

to stay organized and focused when you

are planning your presentations. A great

webcast encompasses an entire process,

not simply the main event. The live event

is the culmination of all the effort that goes

on behind the scenes. A follow-up meeting

is just as essential to the process, because

it helps you to identify your strengths and

weaknesses, and begin the planning stages

for your future presentations. With time

and practice, you will be delivering exciting,

engaging, and more powerful webcasts!




About UsINXPO’s next generation webcasting solutions help organizations communicate in a more interactive manner with their employees, customers, prospects, partners, and members. Each webcast can be deployed as a link on a website, in an email, in an Online Event on our award-winning event platform, as part of an ongoing 365 Community or inside our Social Business TV product.

In addition to delivering audio and video webcasts, we complement these broadcasts with social tools that turn lackluster presentations into memorable experiences.

Also, INXPO is unsurpassed in the market with its mobile webcasting viewing and interactive experience. From their iOS and Android device users engage with high levels of interaction including; group chat, Q&A and testing.

Contact UsTo learn more about INXPO’s next generation webcasting solution visit www.inxpo.com/webcasting, email us at [email protected], or call us at (312) 962-3708.

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Date post:	05-Jun-2020
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