Find out more about the process for Managed Events with WorkCast.
Please note: It is important you become familiar with the following processes and items. In doing so, you will become aware of what both yourself and WorkCast are individually responsible for.
Please contact your Account Manager to discuss adding Managed events to your package or adding to your capacity.
Initial Steps
Request Your Event Date
Use our booking app to instantly check availability and book a session - follow this link.
Preview availability and then provide us with the below information:-
- Enter the type of event you wish to book.
- Webcam/screen share with mp4 video playback (Type 1)
- Simulive - fully recorded video playback (Type 2)
- Cloud slides with live audio - optional embedded video (Type 3)
- Remote live stream event (Type 4)
For more information about presentation types click here.
- Enter the type of event you wish to book.
You will receive an automated confirmation email. WorkCast will then email you with the next steps connected to building your event in the WorkCast platform (content editor process - see below).
Content Editor
Once your event booking is confirmed you will be given content editor access. This is an easy method of inputting all event information such as overview text, presenter information, sponsor logos, registration form fields, documents, and links. You can preview your registration and event auditorium pages as you go meaning you can ensure everything is correct before your event goes live. For more information on content editor set up click here.
Submitting Content Editor
Submit your pages to be approved by WorkCast. After approval, we will provide your final event registration and auditorium URLs within 1 to 2 working days. Be sure to check over your pages and let us know if you wish to make any further changes.
Event Links
You are then free to market and point people towards your registration/event URLs. You will also have access to reporting within the WorkCast platform to monitor registrations and obtain event statistics. To learn more about reporting click here.
Prior to Your Event
Event Coordinator assigned
- A WorkCast Event Coordinator is assigned to your event after your event date is confirmed. This takes place typically 7 days prior to your live event date or pre-record or technical rehearsal session.
- You will receive a confirmation email from your Online Event Coordinator providing an initial introduction and confirming your event date. You can then communicate directly with your assigned WorkCast Event Coordinator for your upcoming event.
- Please note we will strive to allocate the same event coordinator for all your sessions but due to scheduling that may not always be possible.
Fully Live events (if licence capacity allows)
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The Event Coordinator will then send you the presenters' login details so you can forward them onto your speakers.
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Login details will be provided by your WorkCast Event Coordinator
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Who is Responsible: Customer/WorkCast
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The Timescales: Around 1 week prior to your event taking place
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After your Event Coordinator is assigned we suggest booking a technical rehearsal if not already in place.
Technical Rehearsal
Customers can have a 30 minute technical rehearsal session prior to the event taking place.
We recommend booking technical rehearsals to be delivered in at least 2 - 3 working days before the live event date to keep information fresh in presenters' minds.
- Book in your Technical Rehearsal session via the booking app here.
- A session will need to be accommodated during our standard support hours (UK 8am to 12am/PDT 12am to 4pm)
- The earlier you book this session the more chance we can fulfil your desired date and time
- We require a Representative from the customer for this session
- Responsible: Customer/WorkCast
- Timescales: Booked with event requests where possible at
Pre-recorded events (if licence capacity allows)
- Book in your pre-record session via the booking app here.
The earlier the session is booked the more likely your desired date will be available. We would suggest this to be around 2 weeks prior to the live event date but no less than 1 week before the live event date. This will allow time for review and editing of the media. - A session will need to be accommodated during our standard support hours (UK 8am to 12am/PDT 12am to 4pm)
- Presenter logins can be sent directly to you so you can forward onto the speakers
- We require a Representative from the customer on this session
- Responsible: Customer/WorkCast
- Timescales: Booked with event requests where possible at least 2 weeks before the event date to allow for reviewing and editing.
Edited media is sent 3 to 5 working days after the recording session for the customer to review. Pre-records can be carried out up to 3 working days if availability allows before the live event date, however, please note this would give no time for editing and updates; recording must be of final content and run 'as live'.
Slides, media, polls, pre-prepared questions, and other resources
- If your event is Interactive then the speakers can share their slides/presentations directly from their personal device via the screenshare option
- They could also use our Cloud slides option, you can upload a PDF version of the slide deck directly into the WorkCast Studio. Once uploaded, the slides can be seamlessly controlled by all users within the studio. Find out more here.
- If your event is Slides Only then the final version of slides/media can be uploaded to the media tab in your account (guide links below) or sent to WorkCast at events@workcast.com via the main event ticket. Find out more on media here.
- If you required polls, pre-prepared questions, or attachments to the resources then you can upload to the event via your account(guide links below) or email via the main ticket to events@workcast.com
- Adding Polls guide
- Adding prepared questions guide. (please note if adding questions action on the day of the event not before as the questions will not be stored in the studio, however will still come through to your reporting dashboard)
- Adding resources guide
- Responsible: Customer/WorkCast
- Timescales: At least two working days prior to the live event or recording session.
Reminder emails dispatched to registrants
- Registrants will be sent event reminders.
- Responsible: WorkCast
- Timescales: 24 hour and 1 hour reminders unless specified otherwise by the customer.
Event Day
- WorkCast will meet presenters online in the WorkCast Studio via webcam or audio bridge 30 minutes before the start time of the live event. We require a Representative from the customer on this session
- Responsible: WorkCast/Customer
Post-event
On-Demand session created (if required)
- Event pages will be updated to include the recorded version of the webinar.
- Your event URLs will not change.
- Responsible: WorkCast
- Timescales: Within one working day of the event.
Post-event emails (if required)
Post-event emails can be dispatched to both attended and non-attended registrants of your event.- Responsible: WorkCast
- Timescales: Dispatch upon receipt of approval from the Customer.
- Once the event link has been provided, any events cancelled more than 48 hours before the event start time will incur a 30% cancellation charge. Any events cancelled within 48 hours of the event time will incur a 100% cancellation charge. (if event not built but cancelled within 5 working days the 30% fee will still be applicable)
- If a tech check and/or pre-record is cancelled within 5 working days of the agreed date and time, a £110 admin fee will be applicable. A no-show tech check and/or pre-record will require you to purchase an additional one, if required.