Webinar Production SOP

Standard operating procedure for planning, producing, promoting, delivering, and following up on webinars.

Steps

• Confirm webinar scope and success criteria
  The webinar producer confirms the topic, target audience, objective, date, time zone, and success criteria. Document the intended outcome, such as registrations, attendance rate, lead generation, or training completion. Record any constraints, including speaker availability, platform limits, and compliance review needs.
• Assign roles and responsibilities
  The webinar producer assigns a role for each core function: presenter, moderator, technical support, registration owner, and follow-up owner. The producer confirms who owns approvals, who monitors chat, and who handles escalation during the live event. Record backup contacts for each role.
• Build the run-of-show and content assets
  The webinar producer creates a run-of-show with timing for opening, presentation segments, audience interaction, Q&A, and closing. The presenter finalizes the slide deck, demo assets, polls, and any handouts. The producer verifies that all assets match the approved topic and brand requirements.
• Verify platform settings and registration workflow
  The technical support role verifies the webinar link, registration page, confirmation email, reminder emails, recording settings, and attendee permissions. The producer confirms the correct date, start time, time zone, and capacity limits. The moderator verifies that chat, Q&A, polls, and backup communication channels are enabled as planned.
• Launch promotion and track registrations
  The marketing owner publishes the webinar announcement through approved channels. The marketing owner sends invitation emails, posts approved social content, and updates the event landing page. The producer reviews registration trends and flags any deviation from the expected sign-up pace.
• Review rehearsal readiness
  The presenter and moderator complete a final rehearsal using the actual platform, slides, audio, and screen-sharing setup. The technical support role verifies microphone quality, camera framing, internet stability, and backup access. If any issue remains unresolved, the producer escalates it before the live event.
• Open the webinar and confirm attendance
  The moderator opens the webinar room 10 to 15 minutes early. The moderator admits attendees, confirms audio and video settings, and posts opening instructions in chat. The moderator verifies that the recording has started and the presenter is ready to begin.
• Deliver the live presentation and manage interaction
  The presenter delivers the content according to the run-of-show. The moderator monitors chat, polls, and Q&A for audience engagement and flags technical or content issues. The technical support role resolves live issues within the agreed tolerance and escalates deviations that affect delivery quality.
• Close the session and secure the recording
  The presenter closes with the key takeaways and next steps. The moderator stops the recording, confirms the file is saved, and notes any attendee questions that require follow-up. The producer verifies that the recording and chat transcript are stored in the approved location.
• Send follow-up communications and capture feedback
  The follow-up owner sends the thank-you email, recording link, slides, and any promised resources. The follow-up owner distributes the post-webinar survey and records feedback trends. The producer logs attendance, engagement metrics, and any non-conformance such as late start, audio issues, or missing materials.
• Review outcomes and document improvements
  The webinar producer compares actual results against the success criteria. The producer records lessons learned, corrective actions, and any process changes needed for the next webinar. If a non-conformance affected the event, the producer escalates it through the quality or operations review process.