Preparation

• Before the webinar, moderators must thoroughly review the agenda and materials provided by the organizers to ensure smooth coordination during the session.

Technical Setup

• Ensure access to the Zoom platform on a compatible Windows or Mac computer to effectively moderate the video conferencing session.

Pre-Webinar Preparation:

• Familiarize yourself with the agenda and speakers to provide a seamless experience.
• Test the webinar platform features to address any technical issues in advance.
• Coordinate with speakers to confirm their presentation timings and provide a brief introduction.

Live Day Checklist

• Welcome all attendees to the session (on camera) and provide a brief overview of the agenda.
• Introduce each speaker or panelist before their presentation begins.
• Turn off your camera once the speakers start, reserving it for the Q&A session.
• Remind participants to utilize the Q&A feature for any questions they may have.
• Facilitate the Q&A session by managing questions and directing them to the appropriate speakers.
• Keep track of time for each speaker and remind them of their remaining time.
• Monitor the Zoom chat for audience inquiries and communicate directly with speakers and support staff as needed.
• Administer any shared information and manage unexpected system glitches as they arise.
• Conclude the conference with closing remarks and expressions of gratitude.

Points to Remember

• Ensure a warm welcome to all attendees at the beginning of the session.
• Provide brief introductions for all speakers or panelists.
• Transition to the Q&A session by turning off your camera during speaker presentations.
• Encourage participants to use the Q&A feature for questions.
• Manage speaker time and remind them of their remaining time for each session.
• Monitor the Zoom chat for audience inquiries and communicate with speakers and support staff.
• Collaborate with the support staff to incorporate audience questions into the chat box during the session.