Whether it’s a results announcement, an AGM or EGM, an investor roadshow, a client seminar or internal announcement, webcasting is an ideal way to reach your audience – no matter where they are.
1. Know your options
Webcasts can be streamed live or pre-recorded for on-demand viewing. Both types of webcast can be timed with slides or overlaid with special graphics. Frequently organisations will opt for a live webcast, as well as an on-demand version that can be watched by those who missed the live event.
A live webcast is recommended for events where your organisation will be making a major announcement, or where stakeholders are actively engaged and will likely want to be able to ask questions.
Another factor to consider when planning a webcast is whether you would like to make it a public or private event. Private events are ideal for internal announcements or other webcasts intended for a closed user group.
Registration pages can be added to both public and private events, allowing you to capture viewer details for post-event marketing and to analyse how viewers interacted with the webcast.
2. Prepare your presenters
There’s no substitute for good preparation, so be sure to spend time with presenters ahead of the webcast to ensure that they know what to expect in terms of how the day will run, who will change the slides and how questions will be submitted. Block out some time for presenters to practice their speeches, or if your presenters are using a teleprompter, ensure that they have the opportunity to practice using the prompter.
Presenters who have had the opportunity to practice will be more confident in their delivery of the webcast, and more confident presenters offer a more engaging experience for viewers.
3. Promote it
To maximize the impact of the webcast, spend the weeks before the event promoting it via your organisation’s website, social media and mailing lists to encourage people to register. Be sure to also include webcast details and the registration link in all announcements about the event.
Share reminders in the lead up, and don’t forget to email a reminder to registrants on the morning of the webcast.
4. Organise AV
To succeed, a webcast requires good planning and testing of AV requirements, especially if it is being live streamed. Contact your webcast provider and any other AV suppliers that you’ve engaged as early as possible to confirm the technical requirements and if necessary, set up a venue test to ensure that everything runs smoothly on the day.
5. Customise it
Take some time to consider the look and feel of your webcast and customise it to incorporate your organisation’s branding. Our webcasting platform allows you to customise your webcast to include a custom background, logos, speaker biographies and pictures, and additional company information. You can even add a company commercial or about us video to play before the webcast commences.
6. Avoid interruptions
Have presenters and audience members switch their phones and other devices to silent to avoid interruptions.
7. Maintain viewers’ attention
It’s easier for a bored viewer to turn off a webcast than it is for an in-room audience member to stand up and walk out, so it’s critical that your presentation captures their attention at the start and keeps it. Keep the presentation short and sharp; ensure that the content is interesting, and that the key points aren’t buried.
8. Make the most of question time
Our webcasting platform allows viewers to submit questions during a live presentation, which a person in the room can deliver to the presenter for response.
If your webcast will also have an in-room audience, work out how you’re going to take questions in the room and from online viewers. One approach could be to invite all attendees/viewers to submit questions in advance, which can be checked and collated in advance. This approach also helps to avoid the awkward shuffling in the room when no one wants to be the first one ask a question.
9. Don’t neglect post-event promo
Post-event marketing of your webcast shouldn’t be an afterthought, but rather a crucial part of your plan to promote the webcast. When the on-demand version of the webcast is available, consider sharing it:
- On your organisation’s website and social media profiles
- With people who registered for the live webcast but didn’t end up watching it
- With media contacts covering the event so that they can embed the link in their coverage or refer back to the recording to fact check their coverage