Webinar Planning Services

Our guidance includes:

• Sharing best practices for using various webinar marketing tactics

• Setting expectations on open, click-through, registration, and attendance rates

• Providing feedback on subject lines, marketing copy, and webinar titles

• Brainstorming and guidance on how to structure and improve webinar marketing campaigns

Content creation involves three steps:

#1 - Authoring content

Rally Point Webinars’ clients are responsible for authoring their own content. At the most basic level for PowerPoint presentations, this means putting words on slides and pairing each slide with talking points. Other content may be involved, such as pre-recording a software demo. For this, Rally Point Webinars can expertly record the presentation, enhance the audio, and add visual effects.

#2 - Editing content

Rally Point Webinars and its clients may collaborate in this area. While we are not subject matter experts in a client’s profession, we can comment on the structure, length, clarity, and engagement level of their webinar presentation.

#3 - Graphically designing content

We often hear phrases like “make the slides beautiful,” “slide jockey,” and “pretty them up” when it comes to graphic design. This points to an ambiguous, “I know it when I see it” understanding of it.

To put it plainly, quality graphic design achieves two things. First, it makes the content easy to understand. Second, it creates content that holds the viewers’ attention. As an added service, Rally Point Webinars will graphically design a webinar presentation. Clients who do not add that service have their in-house design team deliver a polished PowerPoint presentation.

Overall and at a minimum, Rally Point Webinars creates a webinar content development timeline for clients to follow. This ensures that the process is not rushed and that there is time to refine the presentation as the pressure of an upcoming live event focuses everyone’s attention.

Rally Point Webinars developed a registration management platform designed specifically for webinars. Each client may use this platform.

The registration platform has a number of features, including:

• Single sign-on (SSO): Many webinars require a registrant to create a username and password to join, or require a registrant to re-enter their information to join. SSO allows registrants to join the webinar with a single click, all while the registration system silently tracks each registrant’s activity.

• Customized branding and design: A webinar registration and confirmation page on our platform has the ability to match any webpage on our client’s website. This keeps branding consistent. Further, the registration ULRs themselves are branded to the name of each client.

• Registration source tracking: Marketers can easily customize the registration link for each marketing tactic. The registration report then shows which registrant came for which link.

• Real-time reporting: Our clients can access up-to-the-moment registration information at any time.

• Registrant messaging: Our registration platform can send an unlimited number of emails to registrants. This traditionally includes confirmation emails, reminder emails, as well as post-webinar emails sharing the recording. It may also include rescheduling emails if the event is postponed. Each email can have its appearance, content, and timing customized.

As a webinar production firm, we are free to pick and use the best webinar platforms on the market. We have picked the platforms that offer the most feature rich, reliable, and accessible offerings.

Many webinar platforms have a static appearance. Our platform delivers the wonderful benefit of having a flexible appearance.

This flexibility means a webinar room can have multiple layouts: one as a welcome lobby, one as a presentation room, one as a Q&A forum, and more. Each layout can contain images, polls, screen-shares, videos, PowerPoint presentations, and more, in any arrangement and size. Further, each room has a customizable presenter-only area.

Rally Point Webinars sets all of this up. We balance what we know works with the specific needs of each client’s event.

Rally Point Webinars schedules and orchestrates one dry run (or two if need be) for each event. The core attendance of each rehearsal includes the client’s lead marketer(s), the presenter(s), and the Rally Point Webinars producer. Each dry run includes:

• Technical setup instructions: Each presenter receives step-by-step instructions for how to connect to the webinar audio and webinar room. This allows Rally Point Webinars to test the technical elements and thereby guarantee the webinar’s quality. Some items, such as a wired Internet connection, are arranged well ahead of time.

• Webinar room orientation: The Rally Point Webinars event producer will walk each person through the key elements of the webinar room and what each person is responsible for.

• Webinar production timeline: The event producer will also walk everyone through the chronology of how the event will unfold, from the staging period before the webinar to the concluding remarks.

• Webinar content delivery: The presenters will deliver their presentation in full, while the team clocks the time and listens to give feedback.

• Webinar feedback: The team discusses what went well, what needs improvement, and what the next steps and deadlines are.

These rehearsals are extremely valuable. They reveal technical issues to troubleshoot, content that needs clarification, communication between presenters that needs smoothing, etc. Without rehearsals, these problems would arise during the live event.

During a live event, fire alarms can blare, electricity can cut out, servers can fail, phone lines can drop, delivery men can arrive, and so on. It is important to have contingency plans and resources in place for each scenario.

Rally Point Webinars walks the client team through the most common emergencies and what will happen in each case. For example, we gather each person’s mobile phone number as a backup way to communicate if the Internet goes down for a presenter. Without that, a presenter may continue presenting unaware that their connection has frozen while the team is helpless to reach them.