Creating Your Own Self Service Webinar
Last updated July 27, 2018
This article takes a look at how to create your first webinar within the WorkCast platform. As a self service client, you have the ability to create a live event, upload a PowerPoint presentation (which will be broadcast to your audience), and have presenters dial in to a phone bridge or use a computer microphone. This audio is broadcast with your presentation slides and heard by your audience through their computer speakers.
Main Event Structure:
- Creating your Event
- Creating your Presentation
- Before your Event
- Running your Event
- Post Event
Step 1: Creating your Event
The following video will guide you through how to create your first webinar.
For written instructions please click here
2. Creating your Presentation
You can also upload a PowerPoint Presentation for your event to the WorkCast Platform. Presentation slides should be added in .pptx format. The platform does not accept pdf.
IMPORTANT: Do NOT include hyperlinks within your PowerPoint presentation. This will cause your slides to fail during the upload process. Hyperlink URL's can be displayed but should be text only and not link to the URL.
PowerPoint slides should be 16:9 (1280x720) or 4:3 (1024x768) dimensions.
Slides are loaded through the Event setup pages within the Event Experience tab or directly into the WorkCast Studio which is accessed by clicking on the Present Now button in your session.
In the Event Setup pages go to the Event Experience tab and chose the Slides tab. In here you can either drag and drop your slides into the correct place or click on the upload box to chose the slides on your computer.
Or, once in the Studio go to the Session Content pod to load your slides. The session content pod is just for uploading or choosing your slides, you then view and control your slides in the Media Hub pod.
You can also include videos in your PowerPoint deck. However, there are some important best practice guidelines you'll need to follow:
- Check the file size of your presentation. The WorkCast Platform can accept all file sizes but you may experience issues uploading a very large file if your network has upload limits. We would advice a PowerPoint file no larger than 600MB.
- Set your videos to play automatically within the powerpoint. This will allow you to start them using the next button in the media hub. This is done in the video controls within powerpoint when creating your presentation. You can also set the video to loop or hold at the end of playback.
- If your event starts with a video then load a static slide into your presentation before it. This allows you to control the start of your video playback by simply moving to the next slide to trigger the video replay.
- During the playback of your video you should not transition your slides as this will stop the video and move the the next/previous slide. You can use the Lock Slides function in the Media Hub which deactivates the slide controls for presenters to avoid accidental slide transitions.
- All content and images within the PowerPoint should be embeded, avoid externally referenced content as this will be identified as a security risk and will stop your content form being loaded. Further information on how to identify and remove referenced content can be found here.
If your PowerPoint contains videos, ensure you test the replay of these. It is important to set embedded video to auto play.
When creating a video to include in a presentation follow these guidelines:
- video no more than 750kbps
- mp4 h.264
- Video frame rate 25 (FPS)
- audio no more than 128kbps
- AAC audio profile
- Audio Sample Rate 44100/48000
3. Before your Event
Prior to the event day, it is worth ensuring you have a rehearsal with any presenters who are taking part in order to ensure everyone knows their role during the event.
Presenter login details
Once you have added your presenter to your event you can send them their login details directly from the WorkCast Platform. Simply click on the 'Email Login Details' button above the presenter information in your session and choose the presenters you wish to email. This will then send an email to your presenter with their login details.
If you are using phone bridge audio the dial in details are displayed in the WorkCast Studio when you and your presenters login. NOTE: dial in details are unique to the session and to the presenter.
4. Running your Event
The key items to consider on the day of your event are your presenters and your audience. You will find some best practice guides below.
Ensuring your presenters have a wired internet connection, landline telephone and use a telephone headset or handset are key examples of best practice. View our PDF for presenter best practice.
To view a webinar smoothly and without interruption you'll need a good internet connection. Most common issues are covered on the buffering and streaming guide article. Your audience can check their connection suitability using the following test page - http://www.workcast.com/test-your-connection
5. Post Event
After your live event has taken place, you can navigate to your event session where there will be an option to make the webinar available on-demand. Once you agree to this your media will update on your existing session. This means your event URL stays exactly the same as your live event. Details on how to create your ondemand can be found here - http://insite.workcast.com/how-to-make-an-on-demand-webinar-from-a-live-event
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