CALPACT Training: Web Forum Timeline Handout
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Web Forum Timeline
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Week 1Week 2Week 3 Week 4Week 5Week 6Week of Web ForumDay of Web ForumAfter Web Forum
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Planning and Overview
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Production planning meeting(s):
• Establish goals
• Define roles
• Review webinar options
• Review marketing strategy
X
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Confirm presenters, title, partners, funders, and finalize dateX
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Promotion and Web Forum Announcement
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Create event in web conference software
• Re-write automatic emails
• Update emaiils' send dates (week before and day of)
X
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Design and create web page X
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Write and send email blast announcementX
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Reminder emails get sent to registrants automatically from web conferencing softwareXX
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Presenter Orientation and Training
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Email presenters ASAP for their
• Bio
• Headshot
• Contact info
• Resources, and
• Give presentation slides due date (2-3 weeks later)
X
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Start scheduling presenters for a test meetingX
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Gather final presentation slidesX
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Presenter test meeting
• Overview of web conferencing software
• Review presentations
• Check audio
XX
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Technical dry-run (just hosts not presenters)X
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Prepping for Web Forum
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Finish compiling your organization's slide deck with
• Welcome
• Housekeeping
• Presenters' information slides
X
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Write poll and float questionsXX
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Survey evaluation
• Write
• Get link
• Attach link to any automatic emails sent from the web conferencing software
XX
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Live Web Forum
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Upload slide presentations to web conferencing softwareX
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Record eventX
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Host Web Forum
• Answer technical questions
• Direct content questions
• Run polls
X
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Save recording, poll results, Q&A directly afterX
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Archiving and Thank Yous
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Upload audio and presentation slides to web pageX
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Write thank you email to send to all attendees and registrants, with links to recordingX
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Write thank you email to presentersX
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Write thank you email to partners and co-sponsors, and include any statistics or information on the Web ForumX
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Evaluation and Measuring Impact
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Update Web Forum database with
• Title
• Date
• # of registrants & attendees
• Web page link
X
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Save and review survey evaluation resultsX
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Record and analyze increase in
• Social media numbers
• Website views
• Recording listens
X
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