A Quick Guide to Hosting Webinars

How to plan and execute successful webinar events
Webinar Creation
  • Create webinar in Zoom Webinars under appropriate license
  • One team member who has no speaking roles should be added as a co-host to manage the webinar. (Directing panelists, starting/stopping polls, etc.)
  • Add all panelists/presenters’ names and email addresses. Unless host permissions, default to panelists for any on-camera presenters. (Zoom sends a personal join link when entered
  • Confirm your settings for recording and chat
    • Better to record and not use it than not record and want it later
    • Disable all chat functionality outside of Q&A
  • Create webinar and send attendee/participant link to for promotion.
Webinar Practice Session
  • Walk panelists through Zoom controls
  • Audio, Video, Screen Share, and Views
  • Confirm panelists are in the location they plan to present from
  • Confirm A/V quality
  • Be cognizant of possible internet outages and what may cause them
  • Confirm no A/V issues:
    • No garish backgrounds
    • No bright light sources in camera view
    • Audio isn’t distant
  • Ask panelists who are presenting to practice screen share (even with a dummy presentation)
  • Walk through call schedule and how each panelist will hand off to the next (if needed)
  • Identify the Host and back up hosts
    • What happens if a presenter or moderator loses internet?
  • Confirm date and time of event, including starting 30 minutes early (depending on time needed in green room)
  • Ask presenters to send along any presentation materials to the host before the webinar begins
Webinar 24-hours before (approximately – subject to change based on event)
  • Re-send webinar links to all panelists through the Zoom back-end
  • Reminder to presenters to send along any presentation materials to the host before the webinar begins
Webinar Day-of and “Green Room”
  • 30 minutes before the start (default), all panelists should join the call for last practice (Green Room Session)
  • Confirm chat and recording settings are as desired
    • Are you recording the event? (Default: Record)
    • Will attendee chat be on or off (Default: Off)
  • Do an audio / video check with all presenters
    • Audio should be clear and without breaks
    • Video should be clear and without buffering
  • Walk all presenters through the schedule. Confirm schedule is good
  • Ask each presenter to run through their presentations, including screen shares
    • Confirm presenters are sharing their presentations, not their screens
  • If a Q&A will occur, confirm who will field those questions
    • Make sure questions are dismissed as they are answered live, or answered through the text system in Q&A
    • Who will handle technical questions if they come into Q&A?
  • Reconfirm who will start and end the broadcast
  • Remind everyone that once “start broadcast” is clicked, the event is live
Webinar Day-of and “Green Room”
  • 30 minutes before the start (default), all panelists should join the call for last practice (Green Room Session)
  • Confirm chat and recording settings are as desired
    • Are you recording the event? (Default: Record)
    • Will attendee chat be on or off (Default: Off)
  • Do an audio / video check with all presenters
    • Audio should be clear and without breaks
    • Video should be clear and without buffering
  • Walk all presenters through the schedule. Confirm schedule is good
  • Ask each presenter to run through their presentations, including screen shares
    • Confirm presenters are sharing their presentations, not their screens
  • If a Q&A will occur, confirm who will field those questions
    • Make sure questions are dismissed as they are answered live, or answered through the text system in Q&A
    • Who will handle technical questions if they come into Q&A?
  • Reconfirm who will start and end the broadcast
  • Remind everyone that once “start broadcast” is clicked, the event is live
During Webinar
  • Confirm chat functionality is off for attendees
  • Monitor schedule and progress, be prepared to nudge someone if there is a problem (muted audio, wrong screen share, etc.) via direct message or alternative communications system
  • Answer technical questions that may come in through Q&A
  • End broadcast when needed
Post Webinar
  • Request recording from license holder
  • Confirm recording is complete and send files along to appropriate contact
  • Send post-event survey or follow-up (If needed)
  • Share video or event recap on website and social properties
    • Tag panelist institutions