INTERNAL - WEBCASTS - How do I prepare the Presenter for an EDUCATIONAL webcast?
Complete all fields on the Educational & Launch Webcast Presenter Prep document, and schedule a meeting with the Presenter, Client Panelist and CSM. Here is a link to a GONG call training session.
GONG Call
Process Steps
- Schedule the launch webcast. (See "How do I schedule a webcast?")
- Send specific webcast marketing materials (using template: CSM Team - Educ Webcast Marketing Materials) to Client Panelist.
- Schedule the Panelist Prep meeting with the Presenter, Client Panelist and CSM.
- Send specific webcast prep materials (using template: CSM team - webcast prep questions) to Client Panelist.
- Open the Educational & Launch Webcast Presenter Prep google document.
- Fill in columns A - M for this webcast, as best you can. Add information as you learn about it.
- Email to the Presenter the LINK for the Educational & Launch Webcast Presenter Prep document.
- Create agenda for Presenter/Client Panelist meeting and email to Client Panelist.
- Conduct meeting with Presenter and Client Panelist (see details below).
- Finalize all webcast details, notes on the Educational & Launch Presenter Prep google document.
Process Timeline
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Webcast selection and platform, THEN…. |
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Timing |
DRI |
Task |
Resource(s) |
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3-4 weeks prior to webcast |
CSM
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Send webcast-specific marketing information to the client: Date/time of webcast Webcast prework Webcast description, outline Webcast email templates
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Template: “Webcast - SPECIFIC WEBCAST TITLE” |
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3-4 weeks prior to webcast |
CSM |
Schedule Panelist Prep Meeting, using standard naming convention on calendar
Send webcast-specific email to the client: Sample Agenda Webcast Outline Panelist Prep Questions Webcast Team Members Attach Panelist Prep questions in the invite
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Template: “Panelist Prep Meeting w Client – SPECIFIC WEBCAST TITLE”
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2-3 weeks prior to webcast
(1-2 weeks prior to mtg)
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CSM |
Put Client info and any CSM notes on the Google doc and send G doc link to Presenter |
Educational & Launch Webcast Presenter Prep (Google doc)
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2 weeks prior to webcast
(1 week prior to mtg)
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CSM |
Create specific meeting agenda and email to Client |
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1 week prior to webcast |
CSM |
Conduct meeting w Panelist and Presenter Details below
Finalize notes on Google doc
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Educational & Launch Webcast Presenter Prep (Google doc)
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1 week prior to webcast |
WEM |
Create agenda for webcast
Send to CSM for review
Make edits to agenda and script, as needed. |
Templates for Agenda and Scripts for EACH SPECIFIC WEBCAST TITLE |
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1 day prior to webcast
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WEM |
Print agenda and CSM script for webcast |
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WEBCAST Date |
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Panelist Prep Meeting Details
CSM will open and run the meeting
CSM script: “The purpose of today’s call is to review (selected webcast topic), talk through your role and participation as the panelist and align with any key issues important to (insert organization) as we move through the session.”
“Before we get started, I’d love to do some quick introductions across the teams, to which the CSM cues to BOB Speaker.
CSM Responsibilities:
- Come prepared to be the backup for the Presenter in case there is a technical difficulty
- Prepare the Speaker in advance by sending the answers to the panelist prep questions and any other pertinent information
- Set a deadline/enforce receive deck back from Presenter to meet client expectations
- Communicate changes made after the panelist prep meeting to the Presenter (if applicable) and WEM
- Alert WEM of any technical changes or specific client preferences
- Examples: keeping the chat box open for everyone, do not record, etc
Presenter Responsibilities:
- Develop a professional rapport
- Come prepared to share a generic deck and agenda on their screen
- Review the panelist prep notes the CSM provided on the google link
- Send the deck to CSM & WEM 3 days prior to webcast
- WEM will assign asana task to upload the deck to the g-drive 3 days prior to webcast
- For Claire and Becky- add a calendar reminder to have deck ready 3 days prior to webcast