*Do NOT use dashes in phone number
Prior to contracting with a Client for DPS Webinar Event Management Services, several prerequisites must be identified. Four key fundamentals outlined by DPS.
DPS developed a highly detailed, executable checklist to ensure a successful Webinar. Once the prerequisites have been met DPS and the Client enter into a Contract, the appointed Program Manager (PM) will refer to this checklist during weekly conference calls with the Client counting down to the day of the Webinar Event.
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Days to Event |
Project Plan |
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35 |
The Client to schedule Presenter. The PM will train the Speaker on how to use The DPS Webinar tool. |
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Schedule web conferencing visual/audio functionality and establish meeting date within the platform; set up web conference with all details. DPS will advise on web conferencing details. |
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DPS to receive completed Webinar set up document that Includes
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32 |
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Create HTML format for Webinar e-vite and (if necessary) design for printed invitation. You need to have a graphically appealing piece. |
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Design landing page (mini-site) for attendees to view after event. Visitors will go here for more information, download presentation, any special white paper offers, etc. You will be able to measure effectiveness of presentation. This is also where they can click on a link to listen to recorded presentation. (Not Provided by DPS) |
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Client to define and secure offer. What are the incentives for the target audience to register? |
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30 |
Secure all internal approval for e-vite and/or printed invitation copy. Need Client approval of e-vite copy. (Printed invitations not provided by DPS) |
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Convert e-vite copy into HTML and lay out e-vite. Merge the copy with the layout for e-vite and printed invitation. |
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Create text e-vite from HTML invite. Text version required for electronic email (not everyone will accept HTML mail). |
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Content for landing page is approved and posted. The copy should be short, compelling and in keeping with the rest of your company website. |
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Establish tracking code, provided the Client has CRM system and/or elects to utilize SalesCycle.net |
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Secure list sources and lists. |
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Telemarketing team starts calling invite list for personal invitations. External E-Mail invites go out. |
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Check e-vites and registration links. Does everything work? |
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22 |
Client and DPS Program Manager to prepare response e-mails "Webinar Don't Forget", "It's Today", "Thank You for Attending", "Sorry We Missed You" e-mails. Send to registration management group. |
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20 |
Test e-vite mailing with online mailing system for the internal list. |
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16 |
2nd Attempt E-Mail Invites go out. |
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Prep DPS Lead Generation: intent, content, objectives, follow-up and scripts. This is the group that will perform the Post Webinar follow-up. |
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Conduct e-mail marketing and Voice Broadcasting. |
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10 |
Process registrations. |
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8 |
Client and PM to create post-event Survey. The post event survey should focus on the user experience, the value of the content, gauge interest in the Clients’ products/services, and request recommendations for future events. |
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7 |
Establish DPS Technical Support for this event, so if any attendee has a problem they can contact someone directly at DPS. |
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Client and Program Manager to finalize and prepare audio questions or any polling questions. You want your audience's questions & polling questions to be set-up or frame the discussion for each section of the presentation. |
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Client to finalize their presentation. Note: Your title page should include the audio line & technical support line at DPS. |
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3 |
Presenter Preparation. DPS will act as a facilitator so as to guide the activities of the presenter, and prepare the presenter for the Webinar presentation. This includes: (1) Coaching & training the presenter(s): This includes review of presenter's content/presentation, advising the presenter accordingly, as well as review/advising the presenter as to Webinar procedures, i.e., what to expect during the Webinar. DPS will prepare and walk the presenter through all aspects of the session. (2) Create opening and closing dialogue copy to be presented at the Webinar session, and ensure delivery of this dialogue during the Webinar session. This includes introducing the presenter and topic, closing out the presentation, delineating the call to action for the audience, introducing the Q&A session, and closing out the session. (3) Performing Webinar set-up, preparation and managing the session: presenters are properly trained on web conferencing platform; audio is properly set-up, etc. |
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1 |
Conduct dry run. Work the kinks out of the presentation, and if multiple presenters, ensure presentation coordination. DPS recommends two individuals run the event and the other respond to online chat as well as manage the polling features. Ensure the Presenter is comfortable with using The DPS Webinar tool prior to event. |
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Last Chance to Register E-Mail Invite Send out reminder email and Voice Broadcast “don't forget” to registrants. |
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Showtime |
Three hours prior to Webinar, send out the reminder e-mail. Ensure maximum attendance |
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DPS to assign a customer service representative to assist with Webinar. |
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Conduct Webinar / the DPS Webinar tool. The DPS Webinar tool will set the pace of your Webinar appropriately, which can be easily done using The DPS Webinar tool's feedback mechanism that lets the presenter know that everyone is in synch with the presentation. |
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Conduct Webinar / Public & Private Chat. Features keep your presentation interactive by using both private and public chat, messages can be sent with the click of your mouse without having to type each message. |
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Conduct Webinar / Polling Questions. Create a poll to ask the audience, get instant feedback during the event. This will allow you to make any adjustments required to make sure you are getting the appropriate message to your audience. This is also going to be very useful information to have post Webinar and it will help keep the attention of the audience because they have an action themselves to take care of. |
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Conduct Webinar / Annotation Features Bring attention to important points in your presentation. When showing a PowerPoint slide use the annotation feature in The DPS Webinar tool to highlight important bullets that you want to make sure your attendees take notice. Or, place a check mark or star next to each bullet so the audience follows along. It's important to have a good speaker but also have action in the presentation to keep the audience engaged. |
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Conduct Webinar / Share Active Content Whether you are a software company that is releasing a new version of their software application that wants to demo it live to the audience or an author of a new book that wants to scan a few pages and read a few excerpts while the audience is following along as you are dragging the curser across the page. The more active you can keep the presentation the more likely you will keep the audience engaged. |
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Conduct Webinar / Record Webinar Record the event - not everyone will be able to make the time you schedule but they may still be interested in viewing your presentation. Archive the seminar and make the recording available for future playback. Recordings can be managed for playback directly for the DPS Webinar tool server and tracked in the same way as the live event or can be recorded in either Windows Media of QuickTime format that can be accessed from webpage or even distributed on a CD. |
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Monitor Attendance. Periodically monitor the attendance online so as to determine presentation "staying power". |
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Post show |
Send "Thank You for Attending" e-mail with the event questionnaire. Follow-up with phone calls. |
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Send "Sorry We Missed You" e-mails with link to review presentation. Follow-up with phone calls. |
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Link to recording of presentation (if appropriate) given to webmaster. Link tested on web-page. |