Whether you are contemplating holding a webinar event for the first time or you are experienced with webinars, using a dedicated webinar producer for your event has many advantages. A producer unburdens the marketer and the presenter from managing the technical aspects of event production during the webinar which allows the presenter to focus on the content and assures the marketer of a smoothly and professionally produced event after all the promotional efforts attracted attendees.
If your webinar program is not big enough to justify hiring a full time webinar producer and someone else in your organization is unavailable, or does not have the skills, to double as a producer, consider outsourcing this function to an agency or freelancer. Here are 7 ways a webinar producer can provide value to your webinars:
- Set up: A webinar producer can be relied on to help set up the webinar room appropriately for a large event – such as layout design and interactive activity prep. Set up would also include configuring the desired audio options – ie. VoIP only, VoIP and phone, muting participants, etc.
- Rehearsal and speaker training: A producer can be responsible for setting up the webinar rehearsal with the speaker and other participants to run through the event flow as well as to train the speaker on how to use the webinar platform if needed. This service would include working with the speaker to ensure the speaker has the appropriate phone and computer equipment, internet access and headset by testing the quality of this equipment during the rehearsal and making recommendations.
- Pre-conference prep: A 30 minute pre-conference immediately prior to the webinar is recommended for the producer, speaker, moderator, host and other parties involved in running the webinar. The producer should be responsible for leading this pre-conference. This time is typically used for ensuring all speakers and hosts are logged in to the audio and webinar platform, the audio sounds good, the room set up is perfect and any content needed has been uploaded and is working well.
- Webinar platform management: During the event the producer should be responsible for all aspects of webinar platform management. This includes starting the recording, managing the audio, assisting with any interactive activities, answering technical questions via the Q&A, and handling any technical issues that might arise for attendees or speakers.
- Moderation: The producer can double as a moderator if needed. Typically this means the producer would kick things off by welcoming attendees to the webinar, providing any housekeeping items and introducing the speaker. In addition, the producer can help facilitate the Q&A at the end by asking the speaker any questions that were submitted via the Q&A and then delivering the closing message at the end of the webinar. This would also include prioritizing those questions and pre-screening them for relevancy and appropriateness.
- Closing out the webinar: In the same way that the producer got things started, the producer can be expected to wrap things up. This includes stopping the recording and ending the meeting. If planned, the producer can also be relied on to push out a survey to attendees before ending the meeting or upon the close of the meeting.
- Recording Edits: Editing the recording (if needed) and distributing the recording to the appropriate parties after the event is another task often completed by webinar producers. Editing is often desired to cut out any pauses or, in worst case scenarios, any technical issues so the recording is as seamless as possible. Other edits such as removing the housekeeping intro or the Q&A, anonymizing the Q&A or chat, and hiding specific pods of content can be considered. The webinar producer can even create segments to be used as teasers for the recording or convert the recording format into other formats (such as converting from flv to mp4).
See also; It takes a team to run a webinar program