Pre-Event Checklist for Managing a Successful Zoom Webinar

September 15, 2021- Uncategorized- Orville

remote webinar management

Virtual events like webinars are a great way to keep up with the demands of a changing industry and the future of work. This setup is here to stay. So, might as well learn to be adept at it. Even if you are not tech-savvy, there are simple things that you can follow to improve your webinar management skills.

With just the right amount of information and willingness to learn new things, you’re on your way to becoming a good webinar manager. Yes, there might come a time when your company news to organise an important or a big online event, and you might need a technician to run your event smoother – but that’s beside the point.

Leading an effective webinar has something to do with learning how to manage it effectively. Like a traditional event production, there are things that you need to prepare for before your remote Zoom webinar management. After all, preparation is key in any undertakings.

Based on our experience, we have listed 10 things you need to do before your remote Zoom webinar to make it a success:

  1. Clarify your message and target audience.
  2. Carefully select and brief your webinar MC and Panellists.
  3. Schedule the webinar and distribute the link to participants.
  4. Book a test run with the Host, MC and Panellists when possible.
  5. Update Zoom and other software relevant to the webinar.
  6. Check your lighting, video composition and audio.
  7. Setup livestreaming via Youtube for attendee overflow.
  8. Finalise presentation slides, pre-recorded videos and other webinar materials.
  9. Under Webinar Invitations, “Invite Panellists” to join as Panellists not attendees.
  10. Create a webinar script and run sheet.

webinar management

Assigning production roles can also make your online event seamless and organised. Once everyone is clear about their roles, your event will flow properly. It will feel as if there’s a rhythm.

In this guide, we put everyone in a role. Understanding each role will also help you put the right person in it.

Zoom Webinar Roles

  • Host – the technician behind the scenes who controls the webinar.
  • MC – the person live on camera directing the flow of the webinar, talking to Panellists, relaying questions and communicating with the Host.
  • Co-MC – relay questions from the chat, assist MC if required 
  • Panellist – A person live on camera presenting a talk, sharing slides and answering questions from the MC
  • Attendee – A person watching the webinar only.

Now that you have the checklist and roles for a successful webinar management, we’re sure you’ll be more confident to run an online event.

If you want to know more about remote Zoom management, we’re here to help.
Hope to see you at your next virtual event! 


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