Using webinar for live events are frequently used by most organizations nowadays as it helps to save time and money at the same time reach a larger customer base than just doing the live event which the invited participants are limited due to the physical venue to cater for the audience and other related reasons. Besides live events, webinars can also be used for other purpose such as online training, promoting a program or sharing information about a new product or service.
Depending on the agenda, it is possible for companies with limited funds to host their own events using the available software for live video and webinar features but most of the companies will choose to engage video production companies to run the show for them as these video production companies have experience and the necessary tools to help their client to run the show successfully.
Whether the company is doing the webinar live production themselves or engaging a service provider for the live event, it is important to prepare for the events and below is the 10 things to take note for the webinar live video production.
- Is Webinar the right Tool for your company event?
Using a webinar for the live event is very versatile and a outreach tool, but to use this particular tool should be based on the business goals and the needs of the targeted audience. Which means that the personal in charge for the event will need to consider the audience’s requirements, the subject matter and the time factor which the presenter need to cover the topic as not all the topics for the live event are suitable to use the webinar to promote the event.
To determine if using webinar is suitable for this event, it will be good to seek professional advice from professionals and even gather feedbacks or surveys from the audience which the company plan to address to determine if the webinar is right online tool to host this live event.
- 2. Recruiting of Speakers and using a Support Team for the Webinar
In the webinar event, there are usually important players to determine the success or failure of the event, these personals are the organizers, the presenters and the event assistants.
The organizer is the facilitator who is responsible for planning and developing the webinar topic which he or her duties included marketing the event, setting up the registration, finding a suitable speaker for the event and coordinating with the participants before and after the webinar. During the webinar event, the organizer will also help to introduce the presenters, moderating audience questions, conduct interviews with the subject matter experts and encouraging audience participation during the discussion. The organizer are also responsible to troubleshoot and resolve any
ad-hoc problems and usually commit themselves throughout the whole event.
The presenter whom is also known as the speaker or the subject matter experts, are solely responsible in preparing and delivering their presentation. They are usually committed from four to six hours in the event but are easily distracted in their job if there is internal and external issues that is related to the webinar event.
Event assistants are committed to assist the presenter and the organizers by handling the technical and logistic issues that is related to the webinar events. From controlling the webinar software to helping the presenters and the audience to coordinate the event. These support team are crucial to the success of the event as they are trained to handle the whole operations of the event to ensure everything is running smoothly.
- 3. Format and style ofthe Webinar
In any webinar live events, there are usually 3 types of webinar formats which most companies adopt for their live event. These are the One speaker, interview style, interactive styleand the moderated panel discussion style.
The One speaker are the simplest as the speaker are in charge to talk, demonstrates and doing the Q&A sessions with the audiences. The advantages of using this format is that fewer people are needed to coordinate and train on how to use the webinar tool but are only suitable for certain topics due to the lack of variety in term of voices and perspectives.
The interview style is similar to the Q&A session but instead of open end questions, they will usually ask a fixed set of questions to the audiences which is more engaging and usually encourage the audiences to be more interactive. Although it will take more time and personals involved to schedule and coordinate the webinar event.
Interactive style for the webinar is where the participating audiences will totally involve in the various activities or facilitated conversations led by the presenter. It will benefit the participants as they will get a deeper understanding of the topic but it is meant for small groups of people and will need a very experience and skilled presenter or facilitator to run the show.
The moderated panel discussion style will involves multiple people in the group discussion which is occurs at the same time. While this format offers a variety of voices and perspectives, it can be challenging to control the conversations during the discussions and involves more parties to schedule, train and coordinate the event.
- 4. Planning the visual for the Webinar
Since webinar depends on the audio and the video aspects to send the message across to the target audience, it is important to create an engaging visual that includes a slide to introduce the topic and inform the online audience on how and when to log in to the webinar platform online, which is followed by the slide that introduce the presenter or presenters job profile and their experience in the topic. A slide that shows a overview of the agenda and the topics to be covered in the webinar will also be useful as it give the audience a better understanding in the topic during the webinar live event.
- 5. Choosingthe Webinar tool
As mentioned earlier, there are many webinar software available in the market to purchase or many video production company to engage their services for webinar live events. However, it is good to consider on these few factors before considering the option of using webinar tools. These factors includes on how many users can use the webinar tool per event, the cost of the webinar tools or plans, the features of the webinars tool, can the video be recorded for the later viewing and what is the audio options available in the webinar software.
- 6. Creating an agenda for the Webinar
As always, it is important for the organizers to plan ahead and arranged a meeting two or three weeks before the event with the personals in charge to determine on the agendas such as the type of questions to ask the audience during the event, the deadline for the materials to prepare, how the program is arranged and the duration of each segment within the allotted timeframe.
- 7. Practice session for the Webinar
It is a normal practice to arrange for rehearsal few days or weeks before the actual event to get the selected participants and presenters to practice and work out any unresolved questions or technical issues related to the event.
The practice session also cover several aspects related to the usage of the webinar tools and how to use its features, checking and testing of the hardware and software equipment such as the video camera, computers, audio equipment and the webinar software. Reviewing of the event’s agenda and visual to ensure that the slides are in the correct order and the speakers know when and where they come in to present the information.
- 8. Reservation of the equipment and venuefor the webinar
Searching for the suitable venue for the webinar event is crucial as the location must be quiet without any background noise or interruptions. Usually a conference room or an
in-house studio set provided by the video production company is suitable for the webinar event.
Selecting the right equipment such as the audio headsets to allow the presenter and the audience to connect online without external noise interruption, power cords for laptops a network cable are just one of the few equipment which is crucial for the webinar event.
- 9. Setting up of the Registration of the event and the price factor to charge for the webinar
Before the webinar event is advertise for marketing purpose, it is important to determine on how the invited attendees are registered online. When some webinar tools have built in options to register the attendees online, it is possible to use other methods to register the participants depending on the situation.
As for the charging price for the webinar event, this solely depends on the type of events, the cost of creating this event and how many attendees are invited for the event. While the usual price range for the fee-based webinars are within the range of $25 to $50 range, some big event can go up to a few hundred dollars per attendee.
It is always recommended to advertise or send out the invitations for the webinar live events at least two or three weeks before the event. Creating an attractive and engaging description will be good for the promotion and for the invitees, it is important to convey the message clearly so the invitees will know what is the topic for the event.
Other than the company website or emails, using social media platforms are always recommended for commercial events as these platforms are promote the event quickly and efficiently. Last but not least, it is also recommended to use this opportunity to promote any future webinars when the current webinar event is finished as it is always the best time to promote future events as show in the past research.