This guide is intended to facilitate collaboration between key presenters and speakers and Ostomy Canada for the purpose of conducting a webinar, ensuring a successful and engaging experience for all participants. Hosting a webinar in collaboration with Ostomy Canada Society is a simple 5 step process:
Step 1 – Check out our webinar dates for the year #
For a comprehensive listing of all upcoming webinar dates throughout the year, please visit the following link: https://www.ostomycanada.ca/webinars/.
Step 2 – Get in touch with Ostomy Canada Society #
To express your interest in presenting on our forthcoming webinars, kindly reach out via email to firstname.lastname@example.org, and someone will promptly follow up with you. The sooner you contact us, the better.
Step 3 – Provide us the necessary details #
Upon successful completion of the initial communication phase with Ostomy Canada and mutual agreement to proceed, we request that you complete the form located here and provide the required information/documents.
It is preferable to receive this information at least one month prior to the webinar to allow ample time for preparations.
We use Microsoft Teams Town Hall to conduct our webinars.
The webinar can be held live or pre-recorded. For pre-recorded sessions, we want the speakers to be available during the time of webinar for live Q&A session.
For live webinars, we want the speakers to send the presentation slide deck at least 1 week in advance via email to email@example.com
We will have a host from Ostomy Canada Society who will facilitate the webinar.
For pre-recorded sessions, we want the speakers to send the pre-recorded video at least 1 week in advance via email to firstname.lastname@example.org. Please ensure the webinar’s main presentation is no longer than 45 minutes to allow for a 15-minute live Q&A session, respecting attendees’ time and fostering engaging interactions.
The speakers must use our Ostomy Canada’s PowerPoint template to create the slide deck. The PowerPoint template file can be downloaded here.
This will enable us to conduct a thorough test and ensure its smooth playback during the event.
Step 4 – Additional Instructions #
Additionally, we would like to inform you that the speaker(s) should be ready to join the webinar by 4.15pm ET at the latest. The webinar itself will commence at 5:00pm ET. In past experiences, we have encountered challenges with speakers encountering delays while connecting to the Microsoft Teams Town Hall and configuring their microphone, speakers, and camera settings. Consequently, it would be beneficial if all participants could promptly address these technical aspects before the designated start time. Once everyone is prepared, we can proceed on mute until the webinar officially begins.
Furthermore, you will also need to provide us with a list of individuals (names and email addresses) from your organization who wish to participate in the webinar as speakers. It is important to note that once the invitations have been sent, it will not be possible to add additional attendees. Alternatively, like all other participants, you can register and attend the event as an attendee, watching it live when it commences. But in that case, you won’t have all functionality that a speaker (or presenter) does during the webinar. As an attendee you can simply launch the event and watch it live.
We kindly request the webinar speakers that you ensure the successful installation of the Microsoft Teams application on your laptops in preparation for our upcoming event. Please follow the steps for downloading Microsoft Teams, accessible through the following link: Microsoft Teams Download Guide.
Please be aware that the ability to participate as a presenter in the upcoming webinar is contingent upon having the Microsoft Teams application installed on your laptop. Regrettably, joining the live event via a web browser or a mobile phone will not be feasible. Therefore, it is imperative that the Microsoft Teams application is installed and properly configured on your laptop before the event.
Lastly, at 4.45pm ET, we will showcase a video highlighting the recent work and changes implemented by Ostomy Canada Society. This video will continue to play until 5pm ET, when the webinar officially starts.
As part of the registration process, we will offer registrants the opportunity to submit questions in advance. This will afford the speaker some time to prepare their answers. We will continuously forward these questions to the speaker as they are received. The webinar facilitator excels in organizing them and presenting them to the speaker in a coherent manner during the webinar, facilitating direct responses.
Step 5 – Marketing of the webinar #
Once the webinar registration page is setup, we will market the webinar using the below marketing strategies:
- Sending newsletter blast to our entire mailing list audience informing them that the webinar registration is open. Sample newsletter can be found here.
- We will market the webinar in our quarterly connects newsletter that goes a few days before each webinar.
- 48 hours prior to the webinar, a supplementary newsletter will be dispatched to urge individuals who have not yet registered to promptly complete the registration process. Sample newsletter can be found here.
- One hour prior to the scheduled start time of the webinar, a timely reminder email will be sent to all registered participants, serving as a gentle notification that the webinar is about to commence. Sample newsletter can be found here.
- For promotion on social media, we will create a 1080 X 1080 px social media graphic that will be shared on all Ostomy Canada Society’s social media channels – Facebook page and group, Twitter, Instagram and LinkedIn. You are welcome to use our graphic to promote it on your social media channels or you can create your own. If you want to follow Ostomy Canada Society’s branding standards, then you can download our branding guide here.
- Optional marketing strategies are: Setting up pop up on the main Ostomy Canada website informing website visitors about the webinar, setting up an event on Ostomy Canada’s Facebook page and group informing the followers and group members about the webinar, creating a home page rotating banner on the main slider and boosting webinar’s social media post, but it’s all based on time and budget constraints.
Upon the conclusion of the webinar, the recording will be diligently processed and made available to the public within three days, ensuring its upload to Ostomy Canada’s website and YouTube channel. You can take a look at one of our existing webinar pages here.
If there are any questions, please send it to email@example.com and we will get back to you.