You have gathered attendees to your webinar, got your keynote ready and hardware prepared. But what to do before the webinar, so that everything runs smoothly and productively? We have prepared a checklist that would help you by drawing your attention to things at different stages of webinar preparation, and never miss anything.
2 days before the webinar
Adjust reminder emails to attendees
Before the webinar, you might need to remind your attendees about the webinar twice or three times, and send the link for accessing it. Reminder emails can be prepared using a special service for email campaigns or with the help of the mailing function, which some webinar platforms offer.
Take care of your appearance
You’d better put on monochrome clothes. Striped or plaided shirts or blouses create unpleasant flickering on video. Clothes should not cause any discomfort or distract attention. So, put on the clothes you feel comfortable when wearing.
Prepare the background
Take care of what your attendees see in the background during your webinar. Do not sit against a wall with small elements – flickering will happen as well. Choose a one-colour background. Make sure it corresponds to the business or brand style if any. For instance, if you business webinars, sitting close to the shelves full of books would be a better idea than making a presentation with the flower-dotted wallpapers on the background.
1 day before the webinar
Upload your presentation
Add the presentation and all relating materials to the webinar service. As a rule, some time is required for conversion of files at the webinar platform, so it is worth uploading the files beforehand. After the files are uploaded, be sure to check whether they are displayed correctly.
Test your equipment
You can avoid most technical problems happening during webinars by simply running equipment check. Most webinar services offer this feature. If the test reveals any problems, you will still have enough time to fix them.
60 minutes before the webinar
Check speakers’ sound and video broadcasting
Offer the presenters that are going to speak at the webinar using their webcams and microphones, to run equipment check as well. This will help to decrease the number of technical complications during the webinar.
30 minutes before the webinar
Make a greeting at the webinar
Attendees enter the webinar before the event starts. Sure thing, looking at an empty screen might be not really interesting. So, while attendees are still reaching the webinar room, you could start playing a selection of musical compositions or a welcoming video.
Unload your Internet connection
Stop all downloads and apps that could influence the speed of your Internet connectivity.
20 minutes before the webinar
Switch off noise sources
Activate silent mode on your phone. Switch off notifications on your computer. Ask your colleagues or other people staying in the same room with you not to disturb you.
Pour a glass of water for the presenter
What talking, the presenter’s throat may become dry. Water or some other drink could help one to keep the voice clear and bright for a longer time.
1 minute before the start
Turn on webinar recording
When the webinar starts, you can simply forget about the necessity of recording your webinar. This is why it is reasonable to start recording at least one minute before the broadcast.
Well, that’s it, you are ready for the webinar. Such thorough preparation can help you hold your event in a calmer, more confident and productive manner. Wishing you many successful webinars!
MyOwnConference blog. Lifehacks, reviews, useful tips for preparing, holding and promoting webinars and web conferences.