Webinar Hosting for Beginners: Before, Day-Of, and After in One Board

Marketing & Sales

Webinar Hosting for Beginners: Before, Day-Of, and After in One Board

This beginner template is for marketing staff hosting their first webinar, splitting prep into before the announcement, the live day, and after, through to attendee follow-up. Page 1 sets the topic and targets; page 2 lists all the before/day-of/after prep; page 3 locks and rehearses the run-of-show; page 4 reviews the numbers with KPT and plans follow-up. The task board has four columns - Prepping, Rehearsed, Delivered, and Followed up - with four parent tasks matching the four pages, each holding three subtasks. Even first-timers can fill it in top to bottom with the examples, from publishing the announcement page to the thank-you email. Share it with speakers and sales as a private link, and reuse the same template for every webinar. Keep attendee names and contacts off the board - handle those in your signup form or streaming tool.

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webinar hosting online seminar event marketing b2b marketing beginners
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① How to Use This Board (order and gr... ② The Plan Sheet (draft it, then decide) ③ Target Numbers (compare with actual... ④ Before the Announcement (from the p... ⑤ The Live Day ⑥ After ⑦ The Announcement Timeline (when to ... ⑧ Speaker Alignment Table ⑨ The Run-of-Show (from board⑤'s day-... ⑩ Rehearsal Checklist (run top to bot... ⑬ The Follow-Up Plan (from board⑥'s a... First Webinar Hos... How to use (4 pag... Targets and numbers Decisions and steps Watch-outs and snags Takeaways and nex... 1/4 Set the topic and... Ctrl+F / ⌘F : 2/4... → 2/4 2/4 Map prep in three... ↙ 3/4 Writing orderPage 1 for the plan → page 2 for prep → page 3 for the day-of → page 4 for after. Fill them in from top to bottom. Ground ruleNever write attendee names, emails, or company names on the board. Numbers only. What a webinar isAn online seminar. Attendees watch through a streaming tool, not in person. Not for this boardHandle signups and streaming in your signup form or streaming tool. This board is only for planning. Draft Decided Topic e.g. Going paperless with invoices, for accounting staff e.g. Going paperless with invoices: first steps Audience e.g. Accounting staff at SMBs still using paper invoices e.g. Accounting staff at companies with 50 or fewer staff Action after atte... e.g. Download the guide, or book a free consult e.g. Book a free consult Speaker(s) e.g. One speaker from us, one client company e.g. One speaker from us (a separate host runs it) Date & length e.g. Weekday afternoon, 45 min, or evening, 60 min e.g. Weekday afternoon, 45 min Signupse.g. 100 Attendeese.g. 60 (60% of signups) Survey responsese.g. 40 Inquiriese.g. 5 e.g. Build the announcement page e.g. Write the invite email copy e.g. Set up the signup form Add who's responsible and the deadline to each note e.g. Run a streaming test e.g. Gather 30 minutes before start e.g. Pick who reads out questions Lock the day's run-of-show on the board⑨ table e.g. Send a thank-you email e.g. Send slides and the recording e.g. Tally the survey Decide the send date and owner on the board⑬ table Publish the pagee.g. 3 weeks beforeInclude the topic, audience, date, and signup link Email invitee.g. 2 weeks beforeSend to clients and past attendees Social postse.g. From 2 weeks before, twice a weekShare the announcement page from the company account Day-before noticee.g. The day beforeSend registrants the date and join link Entry remindere.g. 1 hour before startSend the join link again Decided Deadline Who checks Talk content e.g. 3 common mistakes and how to start e.g. 2 weeks before e.g. Planning lead Slides e.g. Up to 20 slides e.g. 1 week before e.g. Planning lead Day-of role e.g. Speaker only talks; a separate host runs the show and reads questions e.g. Rehearsal day e.g. Host 3/4 Lock the day-of s... → 4/4 4/4 Wrap up and follo... Time Who speaks Screen & checks Before start e.g. From 30 min before e.g. Host & speaker e.g. Test audio and screen share. Show the waiting screen Opening e.g. 5 min e.g. Host e.g. Start recording. Explain today's flow and how to ask questions Main talk e.g. 25 min e.g. Speaker e.g. Share slides. Host collects questions Q&A e.g. 10 min e.g. Host & speaker e.g. Host reads out collected questions, speaker answers Closing e.g. 5 min e.g. Host e.g. Post the survey link and the free consult invite Audioe.g. Mic volume and background noiseHave someone play the attendee and check how it sounds Screen sharee.g. Do slides fill the whole screen?Make sure no notifications or other windows show Switching screense.g. Switching between slides and a demoAgree a cue with the speaker for when to switch Handling questionse.g. Post a test questionDecide who reads them out and in what order Recordinge.g. Start and stop the recordingCheck where it saves and whether you can send it later ⑪ The Funnel (lin... Signups e.g. Target 100 → Actual 120 Attended e.g. Target 60 → Actual 66 Watched to the end e.g. Actual 48 (about 70% of attendees) Survey responses e.g. Target 40 → Actual 42 Inquiries & deals e.g. Target 5 → Actual 4. The stage that fell shortest ⑫ KPT (keep, prob... Keep (what to continue) e.g. The day-before reminder boosted attendance e.g. Having someone dedicated to reading out questions made it run smoother Problem (what went wrong) e.g. The main talk ran 5 minutes over, so Q&A got shorter e.g. The free consult was only mentioned once, right at the end Try (what to test next) e.g. Cap the main talk at 20 minutes for more breathing room e.g. Mention the free consult partway through the main talk too By when Who What Thank-you email e.g. By the next day e.g. Planning lead e.g. Thanks for attending, plus the survey request Send materials e.g. By the next day e.g. Planning lead e.g. Slide and recording links. Send to no-shows too Hand off to sales e.g. Within 3 days e.g. Planning lead → Sales e.g. Number and content of inquiries. Hand over contacts via the signup form's admin screen → 2/4 Map prep in three... ↙ 3/4 Lock the day-of s... → 4/4 Wrap up and follo...
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Task board contents

Prepping 16 items

Set topic & audience
List prep in 3 parts
Lock the run-of-show
Link to next steps
Read the house rules
Fill the plan sheet
Write target numbers
Add prep to 3 zones
Lay out the timeline
Align with speakers
Build the run sheet
Run the rehearsal
Share the fixes
Log actual numbers
Review with KPT
Send & hand off

Rehearsed 0 items

Delivered 0 items

Followed up 0 items

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