After you completed the webinar form and webinar is "officially" scheduled

• Confirm the date, time, title of the webinar and practice session.
• Be sure you and your panelists have received the invitation from Zoom prior to the event.
• Assign webinar roles:  co-hosts, panelists.
• Meet with panelists to confirm the webinar structure and content. (This can also be addressed during the practice session)
• Decide whether your webinar will have polls.  Polls should be created before the webinar. 
• Decide if you want a copy of the recorded webinar after the event (shared link) and a record of attendees (.csv file).
• Review the following documents:
  • Roles in a Webinar
  • Managing Participants in a Webinar
  • Using Q&A as a webinar host
  • Practice Session
  • Webinar security best practices
• In whatever way you will promote your webinar, share the Attendee invitation or Registration link.
• If you would like more security measures to be taken for your webinar, please schedule a meeting so we can go over the registration options.  The best security measures for a webinar is when the webinar settings are being created.  

Practice session (with DL support)

• Start or Join the webinar with the unique URL provided by Zoom on the date/time scheduled. 
• Confirm scheduled meeting information (date/time,  panelists, etc.).  Make any changes needed.
• Review the webinar interface, host controls, participants interface, chat, screen share, live transcription.
• Finalize your presentation; add poll questions, if needed.
• Discuss Internet connection and audio.
• Review webinar tools:
  • Chat Click the More menu at bottom to allow or disable attendee chat.
  • Participants  Click the More menu at bottom to allow panelists to start video and mute on entry.
  • Q&A  Click the Options menu at top to allow or disable anonymous questions. 
  • Polls Select Polls to prepare to launch the poll.
  • Views -  Host view -Speaker view, Gallery view, Immersive View Attendee views - Follow host, Gallery, Speaker

30 Minutes Before

• Host should open the webinar and wait for the panelists to join.
  • Greet panelists and review everyone's roles.
  • As panelists join, confirm that their audio and video are running smoothly.
  •  Set up and manage webinar tools as decided in practice session:
    • Chat / Participants panels
    • Views -  Host view -Speaker view, Gallery view, Immersive View Attendee views - Follow host, Gallery, Speaker
    • Screen share - allow panelists to share screen, if needed
    • Q&A  
    • Polls 

15 Minutes Before

• Run a final audio, webcam video, and content sharing test.
• Review your host controls.

5 Minutes Before

• Mute all panelists; they will remain muted until the presentation starts.
• Confirm that other presenters are ready to be unmuted and video is on.
• Attendees will join muted; they will be able to see and hear panelists.

Webinar Start Time

• Start Webinar (or Broadcast) button will allow the attendees to enter and a recording will begin. 
• Unmute yourself and start the video.
• Make time (30 secs to 1 minute) for your attendees to join the webinar (look at the participants tab to view attendees joining - when the numbers slow down, begin).
• Begin the presentation with welcome and housekeeping items.
• Monitor or assign another panelist answer Q&A. 
• We recommend you and the panelists use the chat feature for technical difficulty, etc.
• If Webinar support is needed before 5:00 pm, you can contact our office at 337-482-1246 or distancelearning@louisiana.edu. If support is needed after 5:00 pm, you may chat with Zoom directly at Zoom Webinar support

After your webinar

• You will be sent a cloud recording and attendance /Q&A reports (if requested).
• Please send a follow-up email with any issues/comments so we can address and improve future webinars.