"

by Shelby Britton

Created

December 17, 2013

7 reasons to use a webinar producer

connect_ants_4_18_v1Whether 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

Visit the Adobe Webinar Best Practices Microsite for whitepapers, case studies, videos and more.

Shelby Britton

Shelby Britton

Shelby Britton, Sr Product Marketing Manager @shelbyadobe Shelby has been in high tech marketing since 2004, currently implementing programs in field marketing, demand generation and product marketing at Adobe. She has produced and managed over 500 webinars since 2007 and is the author of The Content Marketer's Guide to Webinars. Previously she led the marketing departments for channel partners of IBM and Adobe. She has a MBA with a dual-focus in Marketing and Management from San Diego State University and a bachelor’s degree in Literature and Writing from the University of California San Diego, Revelle.

Adobe Connect is a web conferencing platform, powering complete solutions for web meetingseLearning, and webinars, on any device.

COMMENTS

  • By Larry Adler - 11:55 PM on December 17, 2013  

    Hi Shelby.
    Nice summary of the moderation services and the benefits that a webinar producer bring to an online event. Small investment with big returns in user and presenter satisfaction.

    At webqem we offer these services to many of our SME and enterprise clients across APAC. We find the most popular times are when we have presenters that are not that technically savvy and experienced in webinars, or where a business has a large diverse audience and they want the presenters to really focus on topic at hand and nothing else.

    It has been a success for our clients and they keep coming back for more event services.

    We also find in many cases the webinar producer also setups up the event registration pages with the Connect Event module and post event communications as well.

    • By Shelby Britton - 9:11 AM on December 18, 2013  

      Great point that producers can also be relied on for registration set up and post event communications (like sending out the recording to registrants).

      Agree – so nice to allow the presenter to concentrate all their effort on the content.