Generic Checklist
- create issue using a tracking tool
- request title + abstract + bio from presenter (see example of Guidance)
- create a calendar poll for selecting the dry-run date
- announce webinar in a (public) website
- enable registrations for the webinar using an event management tool
- schedule online meeting for dry-run
- schedule online meeting for webinar
- create online survey (for feedback purposes)
- create online document for Q&A
- receive final version of slides from presenter
- upload final version of slides into webinar website
- send link to online meeting, Q&A, survey and slides to registrants
- webinar
- start online meeting 15 minutes prior to the webinar
- display slide containing webinar information (title and speaker) and links to Q&A, survey and slides
- introduce presenter and start webinar
- close webinar and, if applicable, announce next webinar
- download webinar recording
- coordinate curation of Q&A with presenter
- announce availability of Q&A and recording to registrants
- download statistics (number of registrants and participants)
- close issue
IDEAS-ECP Specifics
The following are the services used by the IDEAS-ECP Project to implement the above checklist:
- Tracking tool: Jira (each webinar is a deliverable of ECP)
- Calendar polling: Doodle
- Registration management: Eventbrite
- Webinar pages:
- Online meeting: WebEx
- Online survey: SurveyMonkey
- Q&A (participants can ask questions in real time)
- Google Doc
- Chat feature in WebEx (the questions are copied and pasted in the Google doc)