Divide the workload for a smooth webinar organization

So, you’ve decided to organize a webinar. That’s great!

Excited as you are to start planning, it can be a bit overwhelming. And that makes total sense. Because, as you’ve probably noticed, a webinar requires a lot of preparation. Well, it may seem so at first glance.

Over the years, we’ve learned that it’s not that bad. It can even be a lot of fun. The most important thing is that you just start. But you need to take that first step.

And we’re more than happy to help you with that.

First of all, it is important that you divide tasks between the members of your team. That way, everyone is responsible for part of the webinar. It’s unlikely that you’re organizing the webinar all by yourself. By making a task division, you make sure you have a clear overview and everybody can focus all their attention on their own specific section. And that positively affects the quality of your webinar.

To get you started, we’ve identified four different roles in the webinar process. Each with its own responsibilities and tasks. In this article, we’ll discuss these roles in detail, so you can decide how you can allocate them to your team.

Role 1: Producer

The producer is often the client or initiator of the webinar.

Tasks and responsibilities:

• Monitoring progress.

• Planning dry runs and tests.

• Technical aspects, such as software and the registration process. This also includes setting up the registration page and testing the user experience in different browsers.

• Setting up and testing the email flow.

Role 2: Promoter

You’ve probably already guessed what the promoter does.

Promoting the webinar, of course. The promoter handles everything that has to do with registrations and the number of people that actually participate in the webinar.

Tasks and responsibilities:

• Writing promotional materials to sell the webinar, for example through social media or blog posts.

• Advertizing to increase the number of registrations by using Facebook Ads.

Role 3: Presenter

The presenter takes care of everything regarding the webinar’s content. This person is responsible for delivering the webinar’s message in the promotional texts and often works closely together with the promoter.

Tasks and responsibilities:

• Determining the webinar’s content.

• Making a presentation.

• Optionally, writing a script.

• Presenting the webinar.

Role 4: Moderator

The moderator’s tasks start just before the live broadcast. There may very well be more than one moderator. They supervise interactions with viewers during the webinar.

Tasks and responsibilities:

• Checking if everybody can log in without any problems and help solve any issues.

• Monitoring the chats and answering viewer questions.

• Optionally, sending questions to the presenter so they can answer them verbally.

How you divide these tasks depends on the number of team members. One person may take on multiple roles or one role may be fulfilled by multiple people.

The most important thing is that all four roles are accounted for.

Ready for the next step? Then it’s time to plan your webinar in more detail by making a plan of action.