webinar-task-checklist
.pdf
Webinar Task Checklist:
The following checklist communicates when key tasks need to be performed by those involved in planning and conducting a webinar. Following this checklist will help ensure a successful event.
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Task |
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When to send it |
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From |
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Initial request for webinar |
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At least 6 weeks before |
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webinar |
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(8 weeks if using postcards) |
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Fac, PM |
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Initial consultation meeting request |
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At least 6 weeks before |
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webinar |
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(8 weeks if using postcards) |
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Fac, PM |
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Initial consultation meeting confirmation |
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At least 6 weeks before |
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webinar |
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(8 weeks if using postcards) |
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TLS |
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Webinar date suggestions |
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At least 6 weeks before |
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webinar |
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(8 weeks if using postcards) |
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Fac, PM |
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Final webinar date confirmation |
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At least 6 weeks before |
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webinar |
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(8 weeks if using postcards) |
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TLS |
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Initiate course code and budget requests |
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At least 6 weeks before |
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webinar |
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PM |
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Webinar orientation and dry-run date |
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2 days after webinar date |
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confirmation |
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confirmation |
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TLS |
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Notify marketing of scheduled webinar |
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At least 6 weeks before |
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webinar |
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TLS |
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Attend webinar orientation (required for |
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At least 5 weeks before |
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faculty, PMs new to webinars) |
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webinar |
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All |
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Webinar announcement preview |
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At least 4 weeks before |
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webinar |
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Fac, PM |
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Webinar announcement feedback |
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2 days after receipt |
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TLS |
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Link to course page |
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At least 2 weeks before |
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webinar |
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PM |
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Handouts to PM |
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At least 1 week before webinar |
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Faculty |
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Draft materials to TLS for dry-run |
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At least 1 week before dry-run |
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Draft slides |
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Faculty |
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Draft host script |
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Faculty |
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Draft agenda |
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Faculty |
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Draft handouts |
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PM |
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o Break slides, title-only slides |
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PM |
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Page 1 of 2
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Outside presenter photo(s) |
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PM |
Dry-run webinar link, call-in number/code |
At least 3 days before dry-run |
TLS |
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Slide presentation feedback [optional] |
4 days after receipt |
TLS |
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Attend webinar dry-run |
Within 1 week of webinar |
All |
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Final webinar link, call-in number/code |
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(sent to registrants no earlier than 3 days |
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prior to webinar) |
5 days before webinar |
TLS |
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Webinar reminder/follow-up email |
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preview |
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At least 4 days before webinar |
PM |
Webinar reminder/follow-up email |
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feedback |
1 day after receipt |
TLS |
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Addtl. client survey questions |
At least 4 days before webinar |
Faculty |
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Client survey link (if creating it yourself) |
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At least 2 days before webinar |
PM |
Final materials to TLS |
At least 2 days before webinar |
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o Slides to TLS and Helpdesk |
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Faculty |
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Host script |
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Faculty |
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Agenda ( w/Q&A sessions) |
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Faculty |
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Poll questions [optional] |
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Faculty |
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o Handouts (link) to TLS and |
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Helpdesk |
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PM |
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o Break slides, title-only slides |
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PM |
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Outside presenter photo(s) |
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PM |
Final host script feedback |
1 day after receipt |
TLS |
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Registrant count |
1 day before webinar |
PM |
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Email reception desk w/webinar details |
Day of or day before webinar |
PM |
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Remote presenter contact info |
Day of or day before webinar |
Fac, PM |
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Post webinar report (Q&A transcript, |
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survey link, attendee roster and totals, |
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initial client survey results) |
2 days after webinar |
TLS |
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Link to edited webinar recording |
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(w/duration) |
2 days after webinar |
TLS |
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Internal SOG webinar experience survey |
2 days after webinar |
TLS |
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Final client survey data |
1 week after webinar |
TLS |
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Attend webinar debriefing meeting |
Within days after webinar |
All |
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