This is a big day, you’re getting ready to host the annual general meeting for your company, which is the most important webinar of the year that you’ve been looking forward to for weeks.
You’ve got your computer all set up, but when you go to start the webinar, you realize that you don’t have the right software, the image is freezing every few seconds and the audio is cutting on and off.
You try to find a workaround, but eventually, you must give up and present via a regular phone or worst, postpone or cancel.
In this blog, we will cover the most important points you should follow to prevent this from happening in front of a live audience.
First, what is a webinar?
A webinar is a live, online seminar or presentation. It allows virtual participants to see and hear the presenter, as well as ask questions during panel discussions. A live webinar might also come with a PowerPoint presentation that will be shared on your screen with your live audience and/or your virtual attendees, new customers or subscribers.
If you wondering what is the difference between a webinar and a webcast, we covered it already in another post, go check it out.
What equipment do you need to deliver a spectacular webinar?
Computer or a laptop
You need to have a computer that is fast and reliable so that you can stream as the presenter without any interruptions.
Additionally, you have to make sure that you have all the necessary software installed ahead of time so that you’re not trying to troubleshoot during the webinar due to technical issues.
High-speed Internet connection wired option as much as possible.
You will need a high-speed Internet connection to participate in a webinar. If you’re using a laptop, make sure that it’s plugged in. Most of the time, it makes the video more stable as the bandwidth will not be restricted.
The most popular software are WebEx, Zoom, and Microsoft Teams. All these platforms offer a free trial so that you can test them out ahead of time.
Note that Resolve Collaboration offers to manage these platforms with our High Touch experience service offers for all our virtual event plans.
Click here for more information.
Microphone and speakers
You need a microphone and speakers so that you can hear the presenter and ask questions.
If you’re using a laptop, you might already have a built-in microphone and speakers.
However, it is highly recommended that you use headsets that may block distractions around you and most of them have technology that prevents audio feedback.
External Camera (optional)
Most laptops come with a built-in camera. However, if you’re using a desktop computer, you’ll need to connect an external aftermarket and you will have better image quality. It is also strongly suggested that you use an aftermarket webcam with a laptop.
Resolve has a one-stop shop package included with a High Touch Experience delivery. The Presenter Kit is for everyone that wants to host and present a Webinar with peace of mind. It includes everything mentioned above.
Lifesaver Tips: Mobile Network HUB (optional)
Blackouts and internet outages can happen at any time: read our Rogers Blackout blog, so it’s important to be prepared. By having a mobile Network HUB, you can keep your webinar going in the event of an outage.
This will allow your participants to stay connected and keep the live webinar on track.
This is optional for the Presenter Kit package but highly recommended.
How to test your equipment before the webinar?
Now that you know what equipment you need, it’s time to test everything out.
- Open the webinar software that you plan on using and create a test account.
- Connect your microphone and speakers to your computer.
- If you’re using an aftermarket camera, connect it to your computer and test the video feed.
- Make a test recording to see if everything is working properly.
- Play back the recording to check the audio and visual quality.
- If you’re satisfied with the results, you’re ready for the webinar!
In case you need some extra help for all these steps, do not hesitate to get in touch with a Resolve Virtual Event Expert to get you all tested. This is included in any of our plans with us.
8 crucial steps for running a successful webinar
Now that we flushed out the test part, here are some tips to help you run a successful live event.
1. Choose the right webinar software.
As we mentioned before, there are many webinar software options available. Do your research and choose the one that best fits your needs and again, Resolve is here for you.
Get in touch with us if needed. We are platform agnostic too. Doesn’t matter the software you are using; we will connect you!
2. Promote your webinar.
If you want people to attend your webinar, you need to promote it. Send out emails, post about it on social channels like Facebook, YouTube, Reddit, LinkedIn, or any lead generation tool such as automated email applications, etc., and add them to your favourite platform(s).
If you own your company, put that Sales Team to work and make them promote your webinar as well.
If you use our service, and you have no access to a website, Resolve will create your own landing page so you can promote it with a direct link.
3. Set a date and time.
When you’re planning your webinar or live event, make sure to set a date and time that works for both you and your participants. Choose a day and time when people are most likely to be available and have some free time to watch your presentation.
4. Create a schedule.
Creating a schedule will help you stay on track during your webinar. Include everything from the start time to the end time and breaks for questions and answers. Develop your strategy, and use Google to see what others are doing.
5. Plan your presentation.
Your presentation is the most important part of your webinar. Plan out what you’re going to say and how you’re going to say it.
6. Practice, practice, practice.
Once you have everything planned out, it’s time to practice. This will help you feel more confident and ensure that everything goes smoothly on the day of the webinar.
7. Interact with your participants.
Webinars are a great opportunity to interact with your participants. Take advantage of this by asking questions, starting discussions, and getting feedback.
8. Follow up after the webinar.
Don’t forget to follow up with your participants after the webinar is over. Thank them for attending and let them know when your next webinar will be.
The Ultimate solution would be to pre-record your webinar. This will save you a lot of headaches, and if you are not sure how to do it or need help, our team at Resolve can assist you with that as well.
We offer the perfect 9-step package to make sure you create a perfect webinar for your audience on the day of the event. We take care of all the settings, and pain points and we will host the pre-recorded video for you. Click here for more information on this package.
Webinars and virtual events can be a great way to connect with customers and promote your business. Although it can be very stressful, when planning a webinar, it is important to choose the right software, equipment and a good company that will take care of you from start to finish.
At last, be sure to test everything out before the event to ensure that it is working properly. Promote your event and create a schedule to stay on track. Plan your presentation and practice. Be sure to interact with participants during the event. Follow up with participants after the event is over.