WEBINAR PROJECT
MANAGEMENT SERVICES

We provide the best webinar platform and webinar hosting services.
Our clients receive the best webinar project management, webinar preparation,
webinar technology, and webinar production services on the market.

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Project management is essential to all three chronological parts of a webinar: pre-production, production, and post-production
webinar-Pre-production

Webinar
Pre-Production

We handle registration and
project management.
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Webinar-hosting

Webinar
Hosting

We provide the technology and
produce the event.
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Webinar-post-production

Webinar
Post-Production

Everything that happens after
the live event.
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webinar-project-management

Webinar Project Management

The easiest webinar-making experience you’ll ever have.
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What does Rally Point
Webinars manage?

Webinars remain a fuzzy term to many people.
When planning webinars, it helps to think of them
as: (partially) scripted, live events that happen before a live, online audience.

 

These kind of events don’t just happen. They need to
be project managed and produced.

What webinar project
management services does
Rally Point Webinars provide?

To make the process of producing a webinar simple and easy for our clients, Rally Point Webinars divides the process into three chronological parts, and project manages each part.

 

Each chronological part has a number of components that Rally Point Webinars project manages.

PRE-PRODUCTION

  • Webinar marketing
  • Webinar registration management
  • Webinar content development
  • Webinar technology
  • Webinar room preparation
  • Webinar rehearsals
  • Webinar emergency procedures

HOSTING

  • Webinar staging
  • Webinar moderation and directing
  • Webinar content delivery
  • Webinar attendee interaction and support
  • Webinar technology and redundancies
  • Webinar technical troubleshooting[???]
webinar post production services

POST-PRODUCTION

  • Live webinar reporting
  • Webinar sales and account management follow-up
  • On-demand webinar recording editing
  • On-demand webinar recording hosting
  • On-demand webinar activity tracking and reporting

Rally Point Webinars takes accountability for all of
our clients’ webinar components happening on
time and meeting quality standards.

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Our Webinar Project
Management Guidance

What is there to manage for a webinar?

From an attendee’s standpoint, a webinar is easy: Open an
invitation, register, and show up. From an internal operations
standpoint, there are many areas to manage.
What follows is a sampling of consideration for each area:

Webinar
Marketing

Who will we invite?
What are the tactics, timing and coordination of the webinar marketing campaign?

Webinar Registration
Management

How do we collect registrations?
How do we most effectively convert registrations to attendance? How do we track and report on registration activity?

Webinar Content
Development

Who is creating, designing, and presenting the content?
What is the content development timeline? Are there elements we need to pre-record? What interactive elements will the content include?

Webinar
Technology

What technology will we use for telephony and VoIP?
What platform will we use for visuals? What backups will we have in place?
What microphones will the presenters use?

Webinar Room
Preparation

How should we design the webinar room layout?
What multimedia needs to be reproduced to meet the specifications of the platform?
Who will double check that everything will display and play as needed?

Webinar
Rehearsals

When do we schedule practice sessions?
What are the important elements to cover?
How will they be organized and led?

Webinar Technical
Support

Who will help registrants if they have technical difficulties joining?
How will they reach us by phone, by chat, and by email? What emergency procedures are there in place if a presenter’s Internet drops?
Who will monitor and troubleshoot any server, telephony or VoIP, or visual disruptions?

Webinar
Production

Who will moderate the event and manage the interactive polls?
Who will chat attendees within the webinar room?
How will questions for the Q&A Session be approved, assigned, and prioritized?

Webinar
Reporting

What information will be gathered from the registration process and from the live event?
Who is collecting that information and coordinating with the sales, account management, and marketing teams?

Webinar Recording
Production

Who is editing the recording?
How do we divide the recording into sections to make it easy to navigate?
How do we add polls so that people watching the recording can also vote?

Webinar Recording
Hosting

What platform is hosting the recording?
How are registrations continuing to be collected and monitored?

Who should manage a webinar?

A webinar works best when a single person has the authority to project manage the webinar. This ensures the many elements get delivered on time while also meeting quality standards.
Most often someone from marketing or IT wears the webinar project management hat because presenters and business developers tend to have more limited availability. Whomever it is, it’s imperative that somebody does it.

What happens if no one project manages the webinar?

The odds of something going wrong increase dramatically. It could be a speaker’s microphone echoes, or a multiple choice poll has the wrong options to choose from, or a video buffers instead of playing smoothly.
Moreover, the various elements of a webinar will almost certainly not come together in a timely manner if no one ensure they do. This leads to disjointed marketing, production, and follow-up efforts that suffer diminished effectiveness.

What does a webinar project manager take responsibility for?

The project manager takes accountability for everything. The ultimate success or failure of the webinar belongs to his person.

What are the keys to successful webinar project management?

Timelines and checklist make the biggest difference from a tactical perspective. These create structures and processes that the webinar team can execute against. Each team member can clearly see what they have to do, by when they have to do it, and what happens if their deliverables arrive late or fall short of requirements.
From a strategic perspective, the values of putting the needs of the audience and of the presenters first makes the biggest difference. The audience expects that the marketing material matches the substance of the presentation, that the technology works and can be troubleshooted easily, and that the webinar content serves them well. The presenters need to feel confident in their presentation, the technology, and the event timeline. That bedrock of confidence allows the presenter(s) to focus—single-mindedly—on engaging the audience with their content. Without those project management values, little lasting good can happen.

What are the pitfalls of webinar project management?

Poor preparation and poor processes cause the most, and most glaring, problems. Problems usually bubble up during the live event when everything has to work in concert.
Think of a webinar as a choreographed dance performance. Everything is planned out. Everyone has prepared. Everyone knows their role. Everyone follows a timeline of events. When the curtain lifts or, when the moderator says, “Hello and welcome,” each person in the performance should be ready to perform as planned.
Errors or emergencies may still happen. But, each of those should have be planned for. If not, your audience of clients, employees, or prospective customers will watch your organization struggle and possibly not deliver what it promised.
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