WEBINAR HOSTING & PRODUCTION SERVICES

Everything that happens during the live event and the hour before.

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Hosting is the second of three chronological
parts in putting together a webinar

Webinar Project
Management

The planning and timely execution of webinar elements.
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Webinar Preparation
and Pre-Production

Everything that happens up to an hour before the live event.
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Webinar Hosting
and Production

All that happens during the live event, and the hour before.
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Webinar Recordings
and Post-Production

Everything that happens after the live event.
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What does webinar hosting include?

Each of these areas must be handled with expert care for a webinar to succeed.
  • Webinar technology preparations and setup
  • Webinar staging
  • Webinar moderating and directing
  • Webinar attendee interaction and support
  • Webinar monitoring, troubleshooting, and emergency responding.

What webinar hosting services does Rally Point Webinars provide?

Rally Point Webinars is passionate about owning and executing the entirety of the production process. We are keenly aware that each production component gone awry can cause a glaring failure in a very public, consequential,and unforgiving environment. To keep our promise to clients that their webinars succeed, Rally Point Webinars therefore provides an experienced, professional webinar hosting for each event.

Webinar Technology Preparations and Setup

For the client, hosting begins an hour beforehand when they join for their prep call. For Rally Point Webinars, the hosting process begins before then:

  • Redundancies:During a webinar, power can go out, Internet can disconnect, the webinar platform’s server can go down, conference lines can drop, fire alarms can sound, etc. Any one of these events can cause a webinar to fail. The key is to provide at least one redundancy for each possible failure point. Rally Point Webinars does just that.
  • Testing:Not only does each failure point need a backup, but also each primary, secondary, and tertiary component needs to be tested.
  • Checklists:All of this planning and testing cannot be ad hoc or recalled from memory. Each process must be documented and rehearsed regularly so that, when a failure spontaneously occurs, the webinar production team can leap into action with precision.
  • Technical Notes:The critical material for each event varies:conference line numbers, access codes, primary and backup webinar room URLs, presenter phone number(s), etc. Rally Point Webinars centralizes, compiles, and checks all of this information so that it is accurate and at the ready.
  • Multimedia Content:Many webinars include pre-recorded audio or video. Unlucky organizations know that such multimedia elements can buffer, jump, freeze, blur, or refuse to play. Rally Point Webinars reproduces, tests, and quality controls each element so that it all works as desired during the live event.

Webinar Staging

This happens during the hour before the webinar goes live. The webinar production team and the client presenter (andany support personnel) join this call. The webinar producer leads the call running through a production checklist, just as an airplane pilot does prior to takeoff. The call includes:

  • Technical check – This producer visually checks that the computer each presenter is using is properly setup for the webinar. For instance, that all non-essential programs are shut down, the battery if fully charged or plugged in, that the Internet connection signal is strong, etc. This also includes an audio check that tests the sound quality and volume of each speaker.
  • Content check – Do the slides display correctly? Are the slides accurate and up-to-date? What final edits still need to be made? Are the polls in the correct place and do they contain the correct answers?
  • Choreography – This is especially important with multiple presenters. Each presenter must know the hand-off points in the presentation, how the transitions will be verbally conducted, how live Q&A questions will be assigned, etc.
  • Emergency procedures – The webinar producer reviews the most common emergency situations, what will happen overall, and what the presenter must do. The webinar producer will also confirm the essential information needed to conduct those emergency procedures, such as whether the speaker(s) have the backup conference line number and presenter access code at hand.

Webinar moderating and directing

The mission of the production team includes having the speaker(s) devote as much focus and energy onpresenting as possible. The team results in the team taking on as much as possible. Those responsibilities include:

  • Moderating – The speaking roles typically occur at multiple points throughout the webinar:

– Introduction
– Polls
– Demos
– Multimedia
– Transitions, such as segueing to the live, Q&A session
– Q&A moderation
– Final remarks
– Troubleshooting moments

The moderator also plays the role of marketer during the webinar, plugging any special offers, products, services, etc. This allows the presenter to remain the content expert who provides only his or her expertise.

  • Directing –Behind the curtain a number of back channel, off-the-air communications happen. The producer is busy giving presenters time checks or reminding them to unmute; queuing up, sharing, removing, and synchronizing webinar elements such as polls, videos, and slide decks; chatting with marketers about which questions to ask during the Q&A session, and more. By directing everything back stage, the webinar producer makes sure attendees see and hear what they need to see and hear when then need to see and hear it.

The elements which Rally Point Webinars most often
both manages and delivers.

Webinar Attendee Interaction and Support

Webinars can have dozens, hundreds, or thousands of attendees. That is a lot of eyes, ears, concerns, questions, issues, and feelings to attend to. It makes sense to have at least one person dedicated to those needs. Rally Point Webinars provides at least one production associate to attend to all of that:

  • Interaction – A production associate reaches out to each attendee to solicit questions and enquire about theirwebinar experience. They promptly respond to any chats to leave each attendee feeling cared for.One added benefit is the individual reach-out often doubles the number of questions/comments. This is gold for the account management or sales team. They have double the reasons and specific items to contact people about to generate opportunities.
  • Support – Attendees oftentimes have a technical issue or question. That includes COOs of top prospective clients who attend a webinar on the road. Will you leave them stranded or on hold? Rally Point Webinars provides a client branded tech support line that registrants and attendees can call. We have the line sufficiently staffed internally so that each person can receive prompt, expert support.

Webinar technical monitoring and troubleshooting

The rule here is: plan and practice for every contingency. That means thinking through levels of failure: what if one component goes wrong, what if two… what if a backup fails, etc. The bottom lineis: procedures must be in place so that the show go on. Rally Point Webinars has resources and procedures in place of each emergency. For example:

  • Presenter Issues: A speaker is talking, clicking from once slide to the next. Then…

Audio – The phone call drops. Or, the line goes dead. Or, the mute button doesn’t unmute. Or, the mic orear piece quits. Sometimes the speaker may know. Sometimes they may continue talking unaware. None of this is desirable.

Computer/Internet – The Internet cuts out completely. The Internet goes in-and-out, once or multiple times. The computer crashes. Something in the webinar room freezes.Environmental – To pick one example, the fire alarm sounds prompting the building to be evacuated. It’s hard to bow out of the event if thousands of dollars have gone into marketing and top prospects have joined.

Other types of issues include platform Issues, production issues, and in-room issues.

Just like a NASCAR race, many, many scenarios are planned for, professionals stay at the ready, and there is no stopping. Rally Point Webinars brings all this to bear for it clients.

Our Webinar Production Guidance

How much effort must really go into producing a webinar?

The rigor required for webinar production depends on the occasion. Webinars may involve a few attendees, have little riding on the outcome, require minimal marketing dollars, etc. All of this points to low stakes.
For those occasions, rescheduling an event, having delays or misfiring elements, or showcasing uncoordinated speakers may not matter much. Your organization must determine the acceptable level of quality and reliability required for each event.

How do I produce a webinar on my own?

For a variety of reasons, some organizations choose to not outsource their webinars to webinar production professionals. For those that choose the in-house path, the key to succeeding is practice and documentation.
The simplest method is to produce practice webinars that include deadlines, speakers, attendees, technical issues, and all the elements of a real event. Through trial-and-error an organization can begin to develop its internal expertise.

Which webinar vendor should I use?

It is important to distinguish webinar technology from webinar services. Your organization can create a comparison chart of the different webinar technology vendors that includes features, pricing, reliability, etc.
That process will lead to a smart technology purchasing decision. The question becomes: “How do I use this”? For that, you need to consider either in-house or outsourced webinar production services.

CONTACT US

941-WEBINAR

936 SW 1st Ave

Suite 250

Miami, FL 33130

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