Webinar Planning Guide

Instructions

Please review the content in this document in its entirety. Then complete the required templates. You and the ID will meet on a regular basis to review the status of each section.

Schoology Access Code

To facilitate this webinar, you are required to have a group in Schoology. All of the information and supplemental documentation for this webinar will be available in your Schoology group.

Webinar Website Link

The link to the webinar website will be available in your Schoology group.

Naming Convention

Each time you edit the Webinar Planning Guide (this document); resave it using the following naming conversion:
planning_webinar_guide_last name_v1 (version control number)
Example:
planning_webinar_guide_Corley_v1

Project Contact Information

Requesting Client

First and Last Name:
Work: Phone/extension:
Email:

Instructional Designer

First and Last Name:
Work: Phone/extension:
Email:

What’s involved?

Planning an effective webinar requires pre-planning and provisioning. Following the steps in this guide will ensure that you are successful in delivering a meaningful webinar where participants are actively engaged and experience no technical disruptions.

Webinar Planning Process Map

The information below will help hosts plan and deliver a successful webinar. Start planning EARLY! The ultimate goal is to provide an engaging, interactive virtual environment for participants.

1	2	3	4	5
Planning Templates & Training Plans	Notification to Participants & Schoology Group Access	Practice & Rehearsal Sessions	Live Webinar Session Recommendations	Post Webinar Information & Follow Up Steps
Complete the planning templates and the training plans. During re-occurring planning meetings, you and the ID will review the content & identify revisions as needed.	Notify participants in advance of the date & time of the webinar. Organize information in a Schoology group. Use Schoology to provide communication updates.	Practice & Rehearsal sessions will help hosts and presenters of the webinar become competent in using the webinar tools. This will prevent technical difficulties.	Webinars should not exceed 1 hour. Open the webinar 15 to 30 minutes in advance of the Start Time for participants to set up their audio devices. Record the webinar!	After the webinar has adjourned, provide specific post webinar information, and make it available in Schoology immediately while participants are interested.
Planners & Templates include: DCO Website Review Initial Planning Goals Per Session Training Plan Training Plan Example Agenda End-of-Webinar Evaluation Read/View Aheads Post Readings/Viewings Time Zone Charts Email Notification Practice Sessions	Your Schoology Group will have: Announcements/ Updates Specific Dates & Times Webinar Access Link How to Join Webinar (DCO) Read/View Aheads Agenda Content Per Session End-of-Webinar Evaluation Virtual Parking Lot Post-Webinar information	Practice Sessions include: Initial Practice Session (Host, ID) Technology Check Session (Host, Participants, ID) Full Rehearsal Session (Host, Presenters, ID) Review the Last Minute Checklist to make sure everything is complete and ready to go!	Tips during the webinar include: Stick to the Agenda topics & allotted times Have a co-host serve as a technical assistant Mute all audio except the person speaking Have a Chat Pod available Provide time for Q & A Conduct polls as needed Provide variety in content delivery such as demos Conduct an EOW Evaluation	Post-webinar information includes: End-of-Webinar Evaluation results Answers to the questions asked during the webinar (FAQs) Recorded video of the live webinar Post Readings/Viewings Next steps or follow up actions After-Action Report Summary (if applicable)