Best Practice and Studio Troubleshooting
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Event Delivery Checklist

This article explains the benefits of why to use an events checklist and provides you with a guide that you can take and mould to match your requirements

One of the best ways to stay organized when running a webinar is to create a webinar checklist. The reason you need a webinar checklist is simple - the average human can only store 7 items (or tasks) in their short-term memory at a time. Running webinars requires many more tasks than that, and often involves multiple people or teams to successfully plan, prep, and execute a single webinar event.

Using a webinar checklist will improve your efficiency in the following ways:
  • Standardizes your webinar process making it easier to replicate

  • Identifies interdependent tasks so that your process can eliminate bottlenecks or unnecessary delays

  • Reduces the amount of communication needed because your team will have visibility on where you're at in your webinar process

  • Reduces the chances of making a mistake or forgetting a step which will also save you time

The Checklist:

2 weeks prior to the event
  • If need be, schedule a rehearsal to get the speakers/sponsors acquainted with the platform and/or schedule a pre-record to get bits of the presentation pre-recorded ahead of the main event

  • It’s important that you have the names of all speakers/sponsors that will be logging in on the day of the event

  • Make sure to request the media (ppt; mp4 file) that will be used and send it ASAP. This is very important as the Event coordinator needs to run a battery of tests on the media and make sure it’s working as it should

1 week prior to the event
  • The login details for each of the names provided by you will be sent, alongside guidelines and best practices, and should be forwarded to all speakers/sponsors.

  • Encourage all speakers/sponsors to log in prior to the event and test their microphone/webcam, depending on the type of event that will be run.

  • Check that you have the latest version of the media (ppt; MP4 file) and send it to the Event Coordinator

2 days prior to the event
  • If the media has not been sent yet this is the FINAL DEADLINE to send all media files to the event coordinator.

  • Any issue that might have come up needs to be raised at this point.

Event day
  • Make sure all speakers/sponsors have their log in details

  • Make sure that all speakers/sponsors are logged in 30 minutes prior to the hour of the event.

  • Make sure that your microphone is muted if you are not actively speaking during the webinar.

Ways to stay on top of the Checklist:

Whether you stay organized with simple checklists or complex project management software like Asana or Monday, the most important thing is that you list all of the critical steps involved in your process. This not only keeps you organized but makes it easier for members of your team to jump in and help with tasks or understand where you are within the project process. Especially when working remotely, this will help you be more efficient.

A few of the most critical steps to include in your webinar checklists or processes are:

  • Outlining your webinar goals and KPIs - having clear goals for your project helps you make smart and efficient decisions throughout your webinar process

  • Testing your internet connection - this is always an important step as you will want each of your presenters to have a strong WiFi connection to power their presentation (preferably hardline connections), but it is particularly important due to the changes and challenges we're facing during the COVID-19 pandemic. Global internet speeds have slowed down, so you will want to test your presenters' connections early and often.

  • Test the pacing of your presentation with slides - doing a dry run of your presentation will help you identify whether your webinar presentation is interesting and engaging, or if you need to adjust the pacing or slide transitions or content to make it more interesting.

  • Schedule a rehearsal - whether you have chosen to run a live, simulive, or on-demand webinar, it is always a good idea to run a rehearsal. This will help your presenters gain confidence in the platform you use, as well as improve the delivery of their content.

Just like with in-person events, webinars require a lot of planning and people in order to create exciting and engaging content. Keeping yourself organized throughout the entire webinar process will help ensure your webinar achieves your goals and is a success.