Webinar Planning Tasks

Owned by Alicia Noel
Last updated: Apr 02, 2024Version comment
2 min read

Before Webinar:

  • Invite speaker

  • Confirm speaker name, date, and presentation title (confirm meeting does not already have speaker scheduled)

  • Add speaker name and presentation title to:

    • Wiki planning page

    • Wiki meeting page for relevant date (name & company go in meeting title; name, company and presentation title go in "Presentation" section of meeting agenda)

    • Planning Table (2024 Planning Page)

    • Upcoming events section of the Weekly News Digest

  • Create draft of webinar flyer (use Hyperledger template; need speaker name, title & company, photo, presentation title) - by middle of previous month, to meet timeline

    • In March/October: confirm using correct time designations and time differences (due to DST changes)

  • Send PDF draft of flyer to speaker(s) for approval -  - by middle of previous month, to meet timeline

  • Finalize meeting flyer - by middle of previous month, to meet timeline

    • Create PDF

    • Create PNG/JPG file (for LinkedIn)

  • Post flyer PDF to wiki meeting page - by middle of previous month, to meet timeline

  • Update wiki meeting page agenda to reflect webinar - by middle of previous month, to meet timeline

  • Write narrative description of webinar - by middle of previous month, to meet timeline

    • Have second person (native English speaker) proofread description

  • Share flyer and narrative description of webinar on:

    • Meeting wiki page - by middle of previous month, for inclusion in Hyperledger event promotions

    • SIG listserv (PDF) - after previous meeting

    • SIG LinkedIn page (PNG/JPG) - after previous meeting

    • Repost SIG's LinkedIn announcement to relevant LinkedIn Groups

    • Discord (PDF) - after previous meeting


  • Confirm SIG cochair/member who will run meeting (incl. record video)

  • Confirm meeting notetaker (to take attendance, meeting notes (when possible), post to meeting wiki page)

  • Send reminder two days before webinar

    • Over SIG listserv (include URL for event wiki)

    • to Discord

During meeting:

  • Meeting chair:

    • Records meeting

    • Shares Hyperledger inclusiveness and antitrust statements

    • Introduces speaker and topic

  • Notetaker:

    • Records attendees, posts to wiki page

    • When relevant, records notes of interest to wiki page

After meeting:

  • Share video with Tomaz, to be added to Hyperledger YouTube

  • Post meeting video to meeting wiki page

  • Post slide deck, other materials to meeting wiki page

  • Share video link with Andrea to share over LinkedIn

  • Repost SIG LinkedIn video post to LinkedIn Groups