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A webinar in 7 steps
Sander Janssen
What do we mean by the term webinar?
A webinar (a combination of ‘web’ and ‘seminar’) is an interactive live stream through the internet. Just like a ‘normal’ physical meeting, a webinar needs a location (on a digital platform), equipment, speakers, a moderator, content and a program.
What are the benefits of a webinar?
Bringing people together at one location is currently not possible or restricted and can cost a lot of effort, time and money. However, will it be possible to achieve your goal this way? A digital, live streamed meeting may be the solution and more practical to organize. A webinar will be the best solution until your conference will be able to physically take place and this way will keep sponsors and participants actively involved. A webinar can be a good alternative for the following reasons.
1. | Webinar platform
There are many platforms that can host webinars. Not every platform is suitable for every meeting. Together, we will determine which platform suits your seminar, program and target group best. How will the session chair answer the incoming questions and how do you keep your visitors involved? Interaction during a webinar is extremely important. Depending on your goal and the available time, there are different options available.
2. | Program and content
We will check all the details in your current program and advise you were necessary to ensure you get the best out of your webinar. Following this, we make a concept with visual identity and content such as presentations, videos and interaction, to allow the visitors to be involved. Depending on the type of meeting we organize, we decide which resources we need to convey the content. It is important to know exactly what will be presented and what the visitors should remember.
3. | Location
Are you only going to stream the speakers or do you want to work with a small studio? Is the original location still suitable for streaming a webinar? What agreements have been made with suppliers? It is important to choose the right location, which fits the form, the program and perhaps even has space for a small audience. A studio with a green screen can also be the right solution. Besides choosing a physical location, you should also choose a platform as an online location. We are happy to advise you on this.
4. | Equipment and specialists (when you choose a studio)
Would you like a simple setup with two common screens? Or an extensive setup with an LED-screen as a background? The equipment and internet connection for your webinar is very important and these must be 100% reliable. At Klinkhamer Group, we believe in the power of collaboration. We do this with reliable and committed partners, each with their own specialism and vast experience. We know these experts and have been working with them for many years. We would like to introduce you to a suitable partner for your meeting.
What equipment is generally needed for a webinar?
- Strong cabled internet connection • Cameras, microphones and multiple laptops
- Streaming and switchgear • Content equipment • Good lighting
5. | Involvement
Your visitors are no longer physically together at a beautiful location. They sit in front of their computer screens, probably for a few hours at a time. It is important to discuss with each other how we keep them focused and involved. Start on time, keeping it interactive and finish no later than planned. This is essential for a successful digital version of your meeting. Fortunately, you can also create involvement for the visitors during a webinar using various interactive tools, in which we can advise you to keep visitors (or in this case viewers) involved. Examples are questions, quizzes and/or opinion moments to add to the story. It is important to ensure that interaction is possible every 30 minutes.
6. | Ready? GO LIVE!
We at Klinkhamer Group, and our partners have extensive experience in organizing digital meetings, however the following questions are important: Have the speakers presented digitally before? Is there a show-caller responsible for the program? For this reason, we always recommend organizing a try-out and to rehears well before everything goes live! We are happy to help you with our knowledge and experience.
7. | Reporting
What will be remembered after the meeting? It is important to follow this up. This can be done by a note-taker. The note-taker makes a report of your webinar. A summary of what has been discussed and/or agreed, which we send to the visitors together with a thank you e-mail and the evaluation. The presentations will also be posted on the conference website.
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