Seminars are integral parts of every business but organizing them can be quite a task, given the logistical and financial issues. However, webinars are extremely beneficial to both those organizing as well as those attending. Webinars are online seminars, and include everything from seminars, conferences, lectures, presentations, workshops etc. Webinars are cost effective since you won’t be spending for travel, cost of renting a venue, expenses for staying overnight, or those incurred on food. However, like most seminars for large number of participants, webinars also require proper planning. Here are some factors that you should consider when organizing webinars:
Fixing the day and date: When planning a webinar, it is important to plan well in advance and select a date and time that is conducive to all. Consider holidays and events that might affect your webinar. Planning well in advance will ensure that all the participants are given the opportunity to match their schedules and attend. Day and date should be decided based on the availability of all participants.
Plan your timing carefully: Timing for a webinar should be decided after taking into account the participants and their geographical location. This is especially true when you are planning a webinar for people from different parts of the world. Make sure that you keep time zones in mind when organizing.
Have an agenda: An agenda is the most important part of any webinar as this will help you decide on the length of your webinar. In other words, it is important to ensure that all participants benefit from the webinar and that it does not go on for a period more than what’s necessary.
Select the correct webinar program and tools: There are several options available today for hosting and organizing webinars, including popular sites like AnyMeeting.com, InstantConference.com, GatherPlace.com, FuzeMeeting.com, Skype.com and Yugma.com. Other options worth checking are TinyChat, Ustream, GoToWebinar, and WebEx. Given this broad selection, choosing the perfect program as well as the tools is important. Make sure that you pick a program that is compatible with most systems so that you do not face any problem with participants being unable to use it at their end. Similarly, it is important to use the program and the tools in advance to ensure that you do not face any problem on the day of your webinar. In case your chosen software has unique specifications, make sure that you let all your participants know about them in advance. Understand the features that are available with these webinar programs and tools. Make sure that you use a program that is flexible and allows you to select between presentations or collaborative meetings or even both.
Practice mock runs before the actual event: It is always advisable to practice mock runs of your webinar before the actual day. This will help you fine tune any problems or issues and ensure a perfect event. It can also help you establish the length of your event. Issues and problems can be hardware related or related to your presentation, etc. Additionally, such mock runs also help the speakers get acclimatized to speaking over the internet, which again is essential for a successful webinar.
With these simple facts in mind, it is easy to organize webinars and ensure complete success of your event.