Template to-do list for executing a sales and/or marketing webinar

1. Webinar Execution Process Sample
Eight Weeks Out
Confirm objectives, success metrics, offer(s) following event
Identify and “close” featured speaker
Confirm date & time with speaker and/or administrative assistant
Write event synopsis, email to speaker for approval
Collect head shot, bio from speaker or administrative assistant
Create event sign-up page via GoToWebinar, add speaker and administrative assistant (if applicable)
as panelists
Send registration link to speaker and administrative assistant, encourage them to promote via their
own networks, communication/social channels, etc.
CMO send “thank you for doing this” email to speaker
Schedule blocks of time day before, day of and day after for execution activities
Add event detail (day/time/topic) to Web site including link to registration page
Heads-up on new scheduled event to all-staff email
Additional announcement emails to speaker-specific channels (i.e. groups they belong to, etc.)
Post current and following month’s webinars in newsletter with registration and short, one-line
description
Four Weeks Out
Draft and complete first registration email
Complete outline and first draft of presentation deck
Three Weeks Out
Add to Facebook & Twitter pages, post on relevant LinkedIn groups
Send first registration email to lead database
Review and edit presentation deck
Confirm/update data sources and references in presentations
Speaker notes prepared
Draft and complete follow-up registration email
Draft polling questions
One Week Out
Follow-up registration reminder email to lead database (minus those who have already registered)
Complete presentation deck
Create Web page to host video and slide deck and Q&A doc after event
Write follow-up email templates, any other instructions for sales team
Customize post-event emails with links to upcoming events
Draft and complete last-minute registration email to all individuals from past email campaigns who
clicked on the registration link but did not register
Confirm polling questions are complete
Draft and/or customize intro and outro scripts

2. Ensure speaker has most recent version of PointPoint and GoToWebinar
Schedule 30 minute dry run w speaker for day before
Day Before
Email reminder to speaker and administrative assistant about event tomorrow
o Request they join 15 minutes before scheduled start to make sure all is ready to go
Last-minute registration email to all individuals from past email campaigns who clicked on the
registration link but did not register
Reminder links on Twitter, LinkedIn, and Facebook
Registration totals shared with team, along with follow-up email templates ready to go
Do 30-minute dry run with speaker to ensure all audio/video/slides/etc are working on their end
Print out speaker notes
Day Of
Host is in a quiet area, on a land line or VoIP headset for event
Log in to GoToWebinar at least 20 minutes in advance
Remember to click “begin recording” a couple seconds before the event begins
Click “Start Broadcast” 5 minutes early and thank those who have joined early
Immediately After Event
Convert recording, upload to server, build and post to Web page; test that it all works
Thank you call and/or email to speaker
Pull all attendees & registrations from GoToWebinar
Sanitize attendee reports and prepare for import into SFDC
Load leads into SFDC; assign accounts and new leads to SFDC users; notify sales team as soon as
they’re there
Email speaker with “thanks again so much for doing this, it was great” email
Order gift basket for speaker
Within 1-2 Days of Event
Create PDF of presentation for download
Recorded event available on Web site and SlideShare
Notification of recording up on Twitter, Facebook, LinkedIn
Follow-up emails sent to participants and no-shows with links to presentation and/or recordings
Compile and create responses to all questions and post online
Catalog keywords for each presentation/recording for Web site indexing and third-party site
searchability