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  • 1.  A step-by-step guide for your Webinar Planning

    Cvent Staff
    Posted 02-23-2023 05:38
    Edited by Megha Jetley 02-23-2023 05:43

    Planning a successful webinar requires careful consideration of various elements, such as selecting a topic, determining the target audience, and setting a date and time. In conclusion, planning a webinar can be a rewarding experience. By following these tips, you'll be well on your way to hosting an event that engages and inspires your target audience.  

     

    Step 1: Define Your Objectives 

    By defining your goals, you can align the content and format of your webinar to effectively achieve these objectives, ensuring that your event is both meaningful and impactful.  

    For example, if your objective is to educate your audience, you should structure your webinar as a workshop or seminar where attendees can learn new skills or gain knowledge on a particular subject.  

     

    Step 2: Choose Your Topic and Speaker 

    It's essential to consider the interests and needs of your target audience and choose a topic that will not only engage them but also align with your defined objectives. Once you finalize the topic, select a speaker. You could pick an internal expert, a customer, or an industry thought leader. But always consider the speaker's experience, presentation skills, and expertise in the subject matter when selecting. 

     

    Step 3: Determine the Date and Time 

    When planning your webinar, it's crucial to consider your target audience's time zone and choose a date and time that is convenient for them. According to research, webinars on Tuesdays, Wednesdays, and Thursdays tend to have the highest attendance rates. Additionally, scheduling your webinar during business hours (10 am to 4 pm) can increase your chances of reaching a larger audience.  

     

    Step 4: Select a Webinar Platform 

    When it comes to hosting a webinar, choosing the right platform is crucial. Many webinar platforms are available, each with its features and capabilities. When selecting a solution, consider the following factors:  

    - Budget
    - Ease of Use
    - Features 

     

    Step 5: Promote Your Webinar 

    Promote your webinar to your target audience effectively to achieve a high turnout. There are several tactics you can use to do this, including:  

    Email send out emails to your mailing list, including information about the webinar and a clear call-to-action to register. Here are some general guidelines for email frequency. 

    Initial Announcement: Send the initial announcement email 4-6 weeks before the webinar to give enough time for attendees to mark their calendars and make arrangements to attend. 

    Follow-Up Emails: Follow up with additional emails 2-3 times a week leading up to the webinar. These emails can provide additional information about the speaker, the topic, or any updates related to the event. 

    Reminder Emails: Send reminder emails 2-3 days before the webinar and the day of the event to make sure attendees don't forget about the event and are able to attend. 

    Post-Webinar Email: After the webinar, send a follow-up email to thank attendees for their participation and provide any additional resources or next steps related to the topic.  

    Step 6: Prepare Your Content 

    The content of your webinar is what your audience will be tuning in for, so it's essential to prepare it carefully. Here are some tips to help you create engaging and compelling content: Use Visual Aids, encourage interaction, plan your presentation, and rehearse.  

     

    Step 7: Rehearse Your Webinar 

    Talking about rehearsing, test your webinar technology before the event day to minimize the risk of technical issues and deliver a smooth and professional presentation.  

     

    Step 8: Host the Webinar 

    The day of your webinar is a big moment, and it's necessary to be well-prepared and focused. Here are some tips to help you deliver an exciting and successful webinar: 

    - Arrive Early
    - Start on Time
    - Be Engaging
    - Follow-Up 

     Read in detail about the step-by-step guide to webinar planning 

     

    Questions for you:

    • Which is your favorite tip from the above for webinar planning?
    •  How often do you host a webinar?   

    As always, feel free to drop in your suggestions in the comment section below! #CventTip


    #Creating/ManagingEvents
    #ManagingVirtualEvents

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    Megha Jetley
    Manager
    Cvent Marketing Department
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  • 2.  RE: A step-by-step guide for your Webinar Planning

    User Group Member
    Posted 02-23-2023 09:49

    Rehearse, rehearse, rehearse is always my favorite tip! So many speakers we have think they don't need to but there's so much more that can go wrong and testing is just as important as if it were in person.

    My company probably hosts 3-4 webinars a week.



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    Rachel
    NJ
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  • 3.  RE: A step-by-step guide for your Webinar Planning

    User Group Member
    Posted 02-23-2023 11:47

    Hi Megha,

    Questions for you:

    • Which is your favorite tip from the above for webinar planning? Define Your Objectives 
    •  How often do you host a webinar?  I have never hosted a webinar.


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    Katie Dreifus
    Registration Manager
    PwC Management Services LPUnited States
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  • 4.  RE: A step-by-step guide for your Webinar Planning

    Community MVP
    Posted 02-23-2023 14:39
    • Which is your favorite tip from the above for webinar planning?
      • Promote - it's so important to send more than one email invitation, and give yourself enough time (plan ahead) to send more than one.
    •  How often do you host a webinar?   
      • We do one or two a month, on average.


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    Lori Wildman
    A: Event Planner
    DuCharme, McMillen & Associates, Inc.United States
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  • 5.  RE: A step-by-step guide for your Webinar Planning

    User Group Member
    Posted 02-23-2023 16:37

    Valuable information! I'd love to hear people's feedback on the new Webex integration. Are users creating Webex meetings directly from Cvent - how's it going?

    • Which is your favorite tip from the above for webinar planning? Rehearse! arrive early
    •  How often do you host a webinar? monthly


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    Hallie Loeb, HMCC
    Event Operations Specialist
    CDW United States
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  • 6.  RE: A step-by-step guide for your Webinar Planning

    User Group Member
    Posted 03-05-2023 16:42

    Any suggestions to encourage attendance? 



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    Kayla Sisco
    Program Manager
    Meetings & Incentives Worldwide, Inc.United States
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  • 7.  RE: A step-by-step guide for your Webinar Planning

    User Group Member
    Posted 03-07-2023 09:58
    • Which is your favorite tip from the above for webinar planning? Promote & rehearse. These are the two biggest elements. You want people to attend, and you want to be prepared to give them the best content, with little issues.
    •  How often do you host a webinar?   We host them 3 times a year. They are on the smaller side, and lead by a specific line of business.


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    Beth Vriesen.
    Events Technology Administrator
    Associated Bank Corporation
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  • 8.  RE: A step-by-step guide for your Webinar Planning

    Posted 03-13-2023 05:24
    • Which is your favorite tip from the above for webinar planning?

    Promotion information - key to driving attendance and engagement

    •  How often do you host a webinar?   

    We host an internal webinar at least once a quarter



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    Bouran Qaddumi
    Sr. Manager, Training
    Church's Chicken
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  • 9.  RE: A step-by-step guide for your Webinar Planning

    User Group Member
    Posted 03-20-2023 15:46

    Rehearsing is the most important tip I can offer. I always practice logging in as an attendee on another device. I also always put together a Run of Show document to share with all presenters that provides log-in links, a timeline for the session and who will be speaking when, and verbatim introduction and closing remarks that will cue presenters of timing. 

    Our team typically hosts 5-10 webinars a year.



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    Cate Liverman
    Constituent Relations Director
    UVA Medical Alumni Association and Medical School FoundationUnited States
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  • 10.  RE: A step-by-step guide for your Webinar Planning

    User Group Member
    Posted 03-24-2023 12:45
    • Which is your favorite tip from the above for webinar planning? - Rehearsals!!!  Some speakers think that because they've attended or spoken on a webinar that they'll know what to do, but platforms are different enough to throw some for a loop.  I also like to communicate to the speakers via chat to let them know when I'm unmuting them (if they're about to present), or other information (such as we're running ahead/behind, how many questions are coming in, if someone would be able to answer a question, etc.)
    •  How often do you host a webinar?   Not often at the moment as I settle into my new role, but it's inevitable that they will take place (even if it's a hybrid event) soon enough.


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    Julie-Michelle Davis, CMP
    Meetings Manager
    Amex GBT - USA
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