Webcast Event Planning

How to plan for the optimum way to communicate your event through webcasts.


Newsletter Sign-up

Error while retrieving tweets

Careful planning will ensure your webcasts run consistently, smoothly and punctually, securing a wide audience.

Venue Inspection: In advance of your event, one of our technicians will check that the internet connection is stable and there is adequate lighting, space for the equipment and any firewall restrictions.

Promotion: Create the page on which you plan to host the webcast with detailed descriptions of the event and other websites linking to this page. Your first event will need you to use all forms of communication available to you to contact the potential audience e.g. Email campaigns, newsletters, Facebook events, Twitter links, YouTube, Google Adwords campaigns, Facebook advertising and reciprocal website links from partner websites. Advertise your next event at the end of the last webcast.

Agenda: Plan the agenda that it is available as a PDF download that provides clear instructions on when the physical audience should arrive and when the webcast will start (if streamed live).  The agenda should clearly indicate that the event is being webcast so the audience members are aware when making comments and asking questions.

Host/Compare: Before the presenter comes on and the webcast begins, the physical audience should be informed that it is being webcast. They should also request that all mobile phones are set to silent during the presentations, so not to distract the presenter.

Content: Webcasts rely on audio and visuals to engage the audience.  Keep the amount of text on a slide to a minimum, opt to use interesting pictures, video, screen graphs, high quality photos or video testimonials.

Presenter Position: Avoid sitting down to present unless in a meeting style event.

Recording: Whether streaming live or capturing on-demand, the video content should be saved to the video camera as an additional backup.

Branding: If running a series of webcasts, it is vital that the event branding is constant throughout the microsite and the video content.

Follow-up: Finally, having spent the time to create the online event, invite your delegates to view it.  It is important to contact those who attended, physically and online, after the event to thank them and give them the opportunity to provide feedback. This also gives sales and marketing teams a valid reason to contact clients and customers.