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  • Writer's pictureSocial Impact Development Communication Centre

How to Set Up a Successful Nonprofit Webinar: A Comprehensive Guide by SIDC Centre

Updated: Feb 8



This comprehensive guide provides a step-by-step process for organising a successful webinar at the Social Impact and Development Communication (SIDC) Centre. Tailored for webinar facilitators, planners, and staff, it aims to serve as a practical and hands-on resource for hosting impactful online events. This document is dynamic, subject to continuous improvement to align with the evolving needs of the organisation and the specific requirements of webinars.


Defining a Webinar


A webinar encompasses online events, video presentations, workshops, seminars, training sessions, or classroom lectures hosted and delivered online using dedicated webinar software. It is a two-way communication platform, fostering real-time interaction between attendees and presenters.


Requirements

To conduct a successful webinar, the following essentials are needed:

  1. Functional computer (preferred), smartphone, or tablet.

  2. Internet access.

  3. Functional speaker (preferably a smart headset).

  4. In-sound microphone.

  5. Installed Zoom Application (Preferred), Google Meet (Preferred), Microsoft Teams, or Zoho Meeting Application.

  6. Facilitator or meeting moderator.

  7. Technical coordinator (communication team usually provides technical support).

  8. Serene setting or environment with no hearing obstructions.

  9. Formal background.





The Webinar Process


Planning Stage

Activities include:

  • Brainstorming ideas.

  • Clearly defining webinar objectives and goals.

  • Identifying required resources.

  • Determining the target audience.

  • Assigning tasks to team members.


Drafting of Webinar Concept Note

The concept note includes:

  • Introduction.

  • Background or context.

  • Goal.

  • Specific objectives.

  • Speakers or facilitators.

  • Target audience.

  • Timeline and venue.

  • Program outline.


Communication and Awareness Creation Stage

Focus on:

  • Creating a landing page or setting up a registration link.

  • Designing webinar flyers and marketing materials.

  • Driving registration through online platforms and websites.

  • Sending email invites to the target audience.

  • Monitoring and updating the registration schedule.

  • Sending reminder emails a day before the webinar.


Mobilisation and Preparation of Webinar Materials (Getting Set)

Confirming readiness:

  • Interpreter(s) readiness (if translation is required).

  • Communication and Technical team’s readiness.

  • Readiness of speakers, panelists, and facilitators.


Going Live and Coordinating the Webinar

Activities include:

  • Joining the webinar 30 minutes before to conduct technical checks.

  • Confirming interpreter participation (if needed).

  • Playing African music or acoustic sound before the start.

  • Admitting speakers, panelists, and staff as co-hosts.

  • Sharing or displaying the webinar flyer.

  • Admitting participants five minutes before the start.

  • Displaying ground rules for the moderator.

  • Starting recording and live streaming on designated platforms.


Post-Webinar Evaluation

This stage involves:

  • Convening a post-production meeting with facilitators, communication team, project lead, and technical team.

  • Sending webinar evaluation forms to participants (preferably using Google Forms).

  • Collating and evaluating results to enhance subsequent webinars.


In conclusion, mastering the art of hosting successful webinars for nonprofits is crucial for organisations like the SIDC Centre. Following this guide ensures a systematic and effective approach to deliver impactful online events and continuously improve the webinar experience for all stakeholders.

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