WEBINAR+PRODUCER

=3. WEBINAR PRODUCER =
 * Stage II – Pre-Event **
 * __Critical Communication with **Internal Lead** and **Website Producer**__
 * Confirm webinar date and preferred time of day
 * Identify and confirm Production Team members
 * **Content Moderator: **
 * **Technical Producer: **
 * **Audio Producer: **
 * **Greeter **:
 * ====Review proposal to IES (if applicable) and identify webinar learning and communications objectives====
 * Review proposed agenda
 * Confirm desired audio requirement
 * 1-way – “Universal voice,” including streaming, for larger audiences >100
 * 2-way – “Integrated audio,” for smaller audiences to enable conversation by phone
 * Confirm Presenter(s) and Discussant(s) by e-mail or phone call
 * Confirm target audience acquisition plan
 * Identify supporting materials and resources
 * Confirm follow-up expectations:
 * Standard or custom Thank You?
 * Q&A to be prepared by the **Presenter(s)**
 * Discussion board?
 * Follow-on webinar or face-to-face session?
 * Webinar recording and archiving need (i.e., public or private?)


 * __ Critical Preparation Tasks __
 * Book webinar virtual room (EDC Webinar Producer only)
 * Create and configure virtual room and provide access to Production Team (EDC Webinar Producer only)
 * Post relevant information on the REL-NEI Sharepoint calendar
 * Locate and reserve a physical room with Ethernet hub and power cords and post “quiet” signs on the doors on the day of


 * __ Begin Event Content and Platform Preparation __
 * Gather key artifacts for webinar presentation and website including presenter bios, photos, and any additional support materials
 * Develop and refine appropriate, relevant program content in discussion with the **Internal Lead** and **Presenter(s)** to support learning goals and engage participants
 * Schedule and run a walk-through webinar with the **Internal Lead** (and/or **Content Moderator**), **Presenter(s)**, and **Discussant(s)**
 * Debrief to ensure the presentation meet the requirements of the proposal (if applicable) and the expectations of IES and the target audience
 * Choose webinar platform format(s) (e.g., presentation, interview, panel, facilitated discussion)
 * Develop a roadmap of interactive activities and tools for the session (e.g., questions gathered during registration and survey polls) and send to the Production Team using sample posted on Sharepoint
 * Prepare Adobe Connect Pro “room” with all supporting materials noted above
 * Send the Website Producer the slides for final proofreading

__ Pre-Webinar – 60 Minutes __
 * Stage III – Day of the Webinar **
 * Enter webinar early (at least a 45 minutes before) for final technical check with the **Technical Producer**. Use link in participant reminder emails and login using username and password.
 * Initiate audio conference
 * Conduct technical check with all **Presenters** and **Discussants**
 * Confirm that **Presenters** and **Discussants** are using only land lines, Ethernet, and power cords (no wireless anything)
 * Mute your own line when not speaking
 * Work with **Audio Producer** to mute and minimize interruptions and background noise

__Pre-Webinar – 30 Minutes__ Cue **Audio Producer** to create subconference room for **Presenters** and **Discussants**
 * Review final roadmap with the Production Team
 * Respond to any questions from speakers and Production Team
 * Review any transitions between speakers or activities
 * Ensure all parties are on and playing their respective roles
 * Cue **Audio Producer** to create subconference room for **Presenters** and **Discussants**

__ Pre-Webinar – 10 Minutes __
 * Cue **Audio Producer** to bring presenting team back to the main room
 * Ensure all parties are ready to begin session

__ Pre-Webinar – 1 Minute __
 * In the Production Team chat box, cue **Greeter** to make the transition to the **Content Moderator** at the top of the hour

__ Webinar – Beginning __
 * After the **Content Moderator** welcomes everyone to the platform, provide an overview for participants highlighting features to be used in that particular session
 * Using the chat (and when necessary – verbal prompts) provide coaching/modeling and technical support to the **Content Moderator** and Production Team as necessary throughout the session to ensure that:
 * Team adheres to the timing outlined in the roadmap
 * URLs and scripts outlined in the roadmap are followed
 * Content moderator facilitates session, conversation, and activities appropriately


 * Stage IV – Post-Session Data Capture and Follow-Up **
 * Collect materials for posting to the webinar material library on Sharepoint
 * Communicate with the **Website Producer** for required documentation to complete post event report for IES
 * Session chat
 * Coded registration list
 * Roadmap
 * Poll results
 * Other interactive results
 * Code registration list noting actual participants and identifying the ROLE of participants according to standard categories and send final copy to website producer for e-mailing thank you communication
 * Update webinar particpant-registration tracking spreadsheet with event data