Indeed, in this White Paper, we provide you with all the tools, step by step.
This is not only a theory but also a real case. Hence, we’ll tell you everything behind the organization of a real webinar: our Tech Tag. In any case, whatever the goal of your webinar is, (sales pitch, demo showcase, for your university students, for your annual event) there are some key organizational points that you cannot miss.
Request the full PDF article for the complete version on how to run a webinar. Contact us to guide you in your project!
HOW TO RUN A WEBINAR - PLANNING OVERVIEW
These are the steps we went through in the online hackathon planning.
Don’t stress, this guide will explain each step in-depth.
- Build your Webinar landing page
- Find the right speakers
- Find the right media partners (LinkedIn sales navigator)
- Set up a targeted outreach campaign (incl. Professors, key stakeholders on LinkedIn, targeted audience is crucial)
- Registration form and automated email
- Organize a dry-run
- Choose carefully your webinar platform
- Important tips
BUILD YOUR WEBINAR LANDING PAGE
Webinar landing page
Above all, design plays a crucial part in running a webinar. To this end, take a look at the one we designed for one episode of our Tech Tag. In short, these are the main sections that you cannot miss:
Firstly, an eye-catching title with a clear date and time
Secondly, an appealing event description
Thirdly, the topics description
In addition, the pictures and backgrounds of the Speakers
Moreover, the sponsor and partners section
Lastly, a simple and fast registration form
For tips on how to set up registration form automation skip to the Registration form and automated email section.
FIND THE RIGHT SPEAKERS
How to find speakers for your webinar
First of all, if you need to find the best speaker for your webinar, the way to go is LinkedIn Sales Navigator.
In general, speakers are very friendly and ready to manage a keynote request.
Moreover, the chance to get an availability confirmation is very high.
In conclusion, a great alternative is Speakerhub: a fast-growing community of professionals, independent, or amateur public speakers who’d like to be found by webinar organizers.
FIND THE RIGHT MEDIA PARTNERS
Of course, the goals of a media partnership could be various. Certainly, the main one is intersecting two different communities which are somehow topic-related. For example, for our Cybersecurity webinar, we contacted some Cybersecurity associations. The benefit was mutual. Indeed, our Tech Tag reached out to many more people. On the other hand, the Cybersecurity association community was provided with useful cybersecurity content.
Once again, the best tool to reach your media partner is LinkedIn Sales Navigator.
SET UP A TARGETED AUDIENCE OUTREACH CAMPAIGN
How to find the right audience for your webinar
Without a doubt, if you have some budget for your webinar, you want to make sure to set up a targeted outreach campaign.
Unquestionably, these are great options:
Firstly, a Facebook campaign
Secondly, post your event on LinkedIn, Twitter, or Facebook
Furthermore, contact the leaders of topic-related Meetups
At last, Meetup provides a very useful tool to find the greatest communities in the world.
PEOPLE ARE WAITING TIGHT FOR YOUR EVENT TO BEGIN.
Book an appointment without pressure today and let’s start organizing your event today!
Start an ONLINE Hackathon!
HOW TO RUN A WEBINAR DRY-RUN
Without any doubt, you cannot go live with your webinar before scheduling a dry-run.
Of course, invite all your speakers to:
Firstly, explain to them the webinar processes
Moreover, check their internet bandwidth quality
At last, make sure their AV equipment is adequate
In short, once that the setup is done, you made sure that everyone is ready for the big day.
CHOOSE CAREFULLY YOUR WEBINAR PLATFORM
Most importantly, the webinar platform should be selected taking into account the goals of your webinar.
For example, how to run a webinar with a good stream quality? Then, you might wanna chose GoToWebinar, or WebinarJam, or Zoom.
Furthermore, good marketing features can be provided by Demio.
Indeed, if you’re looking to keep your audience engaged then you might want to consider Crowdcast or integrating one of the previous with Slido.
IMPORTANT TIPS ON HOW TO RUN A WEBINAR
- Firstly, using interactive polls is a great way to keep your audience engaged throughout the whole webinar duration.
- Secondly, 3 speakers & 15 minutes keynotes are usually a great combo.
- In addition, consider running the webinar during lunch-time. People are often at their desks on Facebook!
- Furthermore, launch your survey automatically from the webinar provider once the window is closed. 1 minute later is already late.
- Also, schedule a call with the speakers to let them know each other and discuss overlaps/connections between the webinar keynotes.
- Moreover, always record your webinar to see where you can improve but also to upload it on YouTube for later view. You can send the video link to the registrants who didn’t attend the webinar.
- At last, be crystal clear with the event time zone. E.g. Wednesday 15th of October 2020 – 1 PM CEST (GMT+2). Use timenanddate.com to check different world zones.
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"The virtual edition of the PolyHACK was an amazing event and great success! Thanks to the support from Kreativdistrikt, we had a nice virtual platform that allowed simple information exchanges across participants, challenge providers and organizers. Kreativdistrikt also provided us with great support for our website-design and for creating visual material used for announcing the winners."
- Sandro Luh
Telejob President - Energy scientist - technologies, economics, behaviour & policies
"The Thermal App Challenge 2020 was a great success, largely thanks to KreativDistrikt’s awesome job of managing the event. They expertly managed the nuts and bolts of the event!"
- Cal Loo
MOBILE DEVELOPER PROGRAM MANAGER @ FLIR SYSTEMS
"Kreativdistrikt really helps Intel in delivering successful technical events. They are motivated, dedicated and provide professional solutions to event management."
- Scott Mordue
SOFTWARE APPLICATION AND DEVELOPER MARKETING @ INTEL CORPORATION
"We delivered many technical workshops all over Europe together. When working with Kreativdistrikt, we are always sure that we won’t have any troubles about the event management."
- Mustafa Aldemir
INTERNET OF THINGS & ARTIFICIAL INTELLIGENCE @ INTEL
"No matter which country we had our Workshops in, we could always rely on Kreativdistrikt to deliver high quality and professional event management. From venue to catering and developer outreach, all events were a success thanks to their stellar efforts."
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