Event Logistics and Planning
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Presenting Virtually

Logistics, Before and After Your Webinar
Webinar Planning and Logisitics

  1. Select a Time and Day. Working with your Webinar Coordinator, select a time and day for your webinar. Ideally, you should schedule about 4 to 6 weeks out to allow for effective preparation and marketing of the webinar. The Webinar Coordinator will coordinate with the Webinar Host.

  2. Determine the Length of Your Webinar. Webinars are typically 45 to 90 minutes in length including time for Q & A. Webinars can last longer under certain circumstances and they can also be delivered by more than one person and include more than one presentation.

  3. Provide Draft and Final Slides to Webinar Coordinator. Provide your PowerPoint slides, handouts, supporting Word documents, and web links to your Webinar Coordinator at least 10 days in advance of your webinar. This will provide time to make any last minute upgrades that might be recommend by the Webinar Coordinator or Webinar Host.

  4. Schedule a Practice Session. Arrange at least one, if not two, practice sessions online with the Webinar Coordinator and Host. The Webinar Host will demonstrate the easy to use features of the MyPlaceToLearn Virtual Classroom and give you plenty of time to practice. This is a good time to do a system check to ensure that your computer settings are appropriate for the webinar.

  5. Decide Where to Build in Audience Interaction. 
    • Does your presentation lend itself to audience polling using the polling feature?  
    • Are there certain slides where you could encourage the audience to raise their hand to share comments or ask questions?
    • Are there areas of your presentation that could be enhanced by taking the audience to a website or webpage?
    • Are there areas of your presentation that could be enhanced by sharing a word document?
    • If the presentation is for continuing education credits, on what slide(s) should you survey the audience to have a record of participation?
    Practicing with your Webinar Host will help you answer these questions and others that may arise as well as improve familiarity and comfort level with the features of the virtual classroom.

  6. Plan an Itinerary for the Webinar. Work with your Webinar Host to create a step by step itinerary for the webinar.

  7. Join your Webinar Host One Hour Prior to Start Time. On the day of the webinar, plan to join an hour early to do a system check, go through slides one last time, and review final itinerary and all points where you have planned audience interactions.

  8. After the Webinar, Follow Up With Participants. Work with the Webinar Coordinator to prepare and send a survey asking the participants feedback about:
    • Event registration – Was the process easy or problematic?
    • Their ability to interact with the presenter
    • The presenter's knowledge of the subject matter
    • The presenter's delivery of the subject matter
    • The value of the content
    • Would they recommend the event to a friend or colleague
    • Would they like additional/follow up information
    • Are there other topics they'd like to have presented via a webinar
    • Any other questions specific to the presentation topic
    • and, are there any additional comments