Create a webinar operations checklist that covers all phases from initial planning through post-event follow-up:

WEBINAR OPERATIONS CHECKLIST

Pre-Planning (2-3 weeks before):
□ Define webinar topic and objectives
□ Set date, time, and duration
□ Create registration page
□ Prepare promotional materials

Setup (1 week before):
□ Configure platform (Zoom/other)
□ Test all technical components
□ Upload presentations/materials
□ Send reminder emails

Day-of:
□ Technical sound check (30 min prior)
□ Welcome attendees
□ Record session
□ Monitor chat/Q&A

Post-Event (within 24 hours):
□ Send thank you email with recording
□ Distribute survey
□ Update contact lists
□ Create follow-up content

Phase 1: Webinar Planning

1. Topic Selection: Align with business goals and audience needs
2. Date/Time: Consider time zones and target audience availability
3. Duration: Plan 45-60 minutes (30 min content + 15 min Q&A)
4. Speakers: Confirm availability and prepare speaker briefs

Phase 2: Technical Setup

Platform Configuration:

• Create Zoom meeting/webinar with registration
• Enable recording and chat features
• Set up waiting room and security settings
• Configure registration fields (name, email, company, role)

Alternative Platform Setup:

• Use Eventbrite for registration if using Zoom Meeting format
• Link registration data to email marketing platform
• Set up automated confirmation emails

Phase 3: Promotion Strategy

Website Integration:

• Create dedicated landing page
• Add to events calendar
• Include registration CTA on relevant blog posts

Email Marketing:

Week 3: Save the date announcement
Week 2: Detailed invitation with agenda
Week 1: Final reminder with prep materials
Day of: Day-of logistics and access info

Social Media:

• LinkedIn posts targeting business audience
• Twitter thread with key takeaways preview
• Instagram stories for broader reach
• Consider paid promotion for wider reach

Phase 4: Follow-Up Process

Progress:

• Export attendee list within 24 hours
• Send thank you email with recording link
• Distribute post-webinar survey
• Create and publish follow-up blog post
• Share key clips on social media
• Update website with replay information
• Add qualified leads to sales pipeline

Example 1: Registration Email Sequence Input: Webinar on "Digital Marketing Trends 2024" scheduled for March 15 Output:

Subject: You're registered! Digital Marketing Trends 2024 - March 15

Hi [Name],

Thanks for registering for our webinar "Digital Marketing Trends 2024" on March 15 at 2 PM EST.

What to expect:
• Latest trends reshaping digital marketing
• Actionable strategies you can implement immediately
• Live Q&A with industry experts

Access Details:
Join URL: [link]
Meeting ID: [ID]
Phone: [number]

Add to calendar: [calendar link]

See you there!

Example 2: Post-Webinar Follow-Up Input: 150 attendees, 87% completion rate Output:

Subject: Thank you + Your Digital Marketing Trends recording

Hi [Name],

Thank you for joining our Digital Marketing Trends webinar yesterday!

Here's what you requested:
🎥 Full recording: [link]
📊 Slide deck: [link]
📋 Resource checklist: [link]

Quick favor: Help us improve by taking this 2-minute survey [link]

Questions? Reply to this email - I read every response.

Best regards,
[Name]

P.S. Mark your calendar for our next webinar on April 12: "Content Marketing That Converts"