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INTERNAL - Webcasts - What is the process for a Webcast Panelist Prep Meeting?

The Webcast Panelist Prep Meeting is an option available to Clients hosting any Educational Webcast to provide the Client Panelist with all the Webcast details and information needed for a smooth and successful Webcast.

Table of Contents

If the Client has not selected the Webcast

If the Client has selected the Webcast

Who attends the Panelist Prep Meeting?

How does a CSM run a Panelist Prep Meeting?

Presenter Responsibilities

CSM Responsibilities

If the Client has not selected the Webcast:

  1. Send the Client the Webcast Catalog to the Client 3-4 weeks before the Webcast.
  2. Follow up within a week to see if they have made a selection.
  3. Navigate to Step 1 of the process below.

If the Client has selected the Webcast:

  1. Send Panelists the Panelist Prep Template for the selected Webcast 2-3 weeks before the Webcast.
    1. Copy the template body and attach it to the calendar invite.
  2. Schedule a meeting with the Panelist and Presenter 2-3 weeks before the Webcast. 
    1. Our platform: 30 minutes
    2. Client hosted: 60 minutes if also having a tech run-through at the same time
  3. Complete the EdWeb Excel Sheet 1-2 weeks before the webcast,  
    1. The Client Success Coordinator will set up the tab if one does not exist.
    2. Do not create a new tab if one already exists.
  4. Follow up with the Client for Panelist Prep Question responses and add to the sheet.
  5. Create a meeting agenda one week before the Webcast. 
    1. Share the actual agenda with the Presenter and Panelist.
    2. Share the Panelist Prep responses with the Presenter, any other Client-specific information (e.g. Hosted on their platform, only leaders will attend, any unique circumstances within their organization, etc.) and attach the link to the agenda.
  1. The day before the meeting, message the Presenter to ensure all questions are addressed.
  2. The CSM will open and run the meeting following the steps below.

Who attends the Panelist Prep Meeting?

  • Customer Success Manager: Facilitates the meeting

  • Customer POC

  • Customer Panelist(s)

  • Anyone else the Customer feels necessary

How does a CSM run a Panelist Prep Meeting?

The CSM should have an agenda (2023 Sample Agenda) prepared that was shared with attendees prior to the meeting and the Slides for the respective Webcast ready to share.

The order of this agenda can vary based on the best flow for the Client, but ALWAYS begin with Steps 1 and 2 and ensure the slide presentation matches the agenda order.

Step 1: Begin by stating the purpose of the meeting

“The purpose of today’s call is to review [Webcast topic], talk through your role and participation as the Panelist, and align with any key issues important to [Client organization] as we move through the session.”

Step 2: Introductions

  • “Before we get started, I’d love to do some quick introductions across the teams."
  • CSM, introduce yourself by letting everyone know your title and role within BOB
  • Move to the POC, then Panelist, then Presenter (if attending)

Step 3: Confirm the roles of the Panelist, Presenter and Moderator

Step 4: Review the Webcast outline slides

  • Explain this is the content that will be covered in the allotted time for the Webcast
  • This may be a good time to explain when and how Attendee questions will be inserted

Step 5: Review Panelist Prep Questions

  • Have the Panelist answer the questions if they have not been answered prior
  • Review their answers if already given to confirm the information

Note: The ERG and journey questions are a good way for the Presenter to bring in specifics about the Client's company. PLEASE make sure these answers are in the SharePoint EdWeb sheet for the Presenter to review.

Step 6: Review the Sample Webcast Agenda highlighting the roles again

Step 7: Review the webcast polling questions

  • Explain this is a point in the Webcast for the Presenter to get the Panelist's opinion

Step 8: Ask for additional questions

Be mindful of the time. Please keep this to 30 minutes unless previously discussed that it will be longer.

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

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 Panelist prep question responses and any other pertinent information
  • Set a deadline and enforce receiving the deck back from the Presenter to meet Client expectations
  • Communicate changes made after the Panelist Prep Meeting to the Presenter (if applicable) and webcast team