Host a WEBINAR

Host a webinar: Present the Results of the CEC Circular Cities Week

 

Webinars (web seminars) are video presentations, workshops, or seminars hosted online, usually via webinar software. Webinars allow you to share your knowledge with anyone in your community virtually.

 

A) Give it a title

For example, “CEC Circular Cities Week – Report & Results”. For other types of webinars, please keep this in mind to think about what is the reason for your webinar. Do you plan to run a virtual workshop? Is it an educational event or seminar? Then think of the name which highlights the purpose of your webinar. For the CEC Global events, you can always choose the topic we provide. 

 

B) Outline the Agenda

The content needs to be clear and short which gives a great overview to the participants of what they need to follow till the end of the webinar. Webinars can have different structures:

• • Single Speaker: In this type of webinar, a single speaker is communicating with the attendees. The speaker will also demonstrate the contents of the webinar and answer all questions raised by the attendees. 
  • Panel Discussion: A panel webinar has several speakers who talk over a specific topic. A moderator will need to facilitate this type of webinar.
  • Workshop: During online workshops participants can work in breakout sessions on an issue and then report to the whole group to discuss further. Learn on how to get started with Breakout Rooms and Learn how to manage breakout room via Zoom.

Agenda template:

•  CEC Overview
• Circular Cities Week – an explanation
• Circular Cities Week Report
• Result from CEC Chapters Workshops
• Case Studies from World’s Top 5 Cities in their CE Effort
• Key Learnings
• Resources
• Next Steps

 

C) Webinar slides

Avoid complex texts and ideas in one slide and split them into 2 or 3 slides. Please consider making slides simple and not too colorful. 

Please see the slides for this webinar: Circular Cities Week – Report Overview (you need to download it to “powerpoint” and edit as you see fit for your occasion).   

D) Software

• We recommend Zoom, which is easy to use and free up to 100 participants. Watch this video on how to run a webinar on Zoom. 
• Check also Best Practices for Hosting a Digital Event. 
• There are also other softwares that you can choose such as GoToWebinar, Adobe Connect, WebEx, ClickMeeting. 

 

E) Schedule the Webinar and Send an invite

Ask for some suggestions beforehand regarding the best time to run your webinar in your community. Our suggestion is to choose a day in the middle of the week (e.g., Tuesdays).

This depends on which software you choose, as you need to send the link of joining to your webinar. Please check the Zoom “How do I invite others to join the meeting”.

 

In your webinar’s invitation email you need to include:

• What: Your webinar title 
• When: Time of the webinar (date, time and duration)
• Who: Introduce the people presenting, guests, hosts, etc.
• How: Ask them to register (buttons, links, etc.)
• Why: What is the reason for hosting this webinar?
• Content: lay out the agenda items
• You need to mention if there will be a Q&A or not.

 

F) Prevent technical issues 

• Choose a set. This can be anywhere such as your office or your house as long as you keep it professional. Keep assured that during your presentation no one interrupts you. 
• It is necessary to check your webcam and microphone before your webinar. 
• Make sure during the presentation your laptop is plugged in and there is no update running, as it makes the process slow. 
• Please be sure you have a stable internet before you start your webinar. 
• It is suggested to log into your webinar 15 minutes before the scheduled plan to check if everything works well. 

 

G) During the webinar

• Recommended duration of 1h maximum
• Welcome participants
• If you have guest speakers, introduce them briefly.  
• Describe what you will be speaking about during the webinar
• Describe the method for participants to ask questions (chat, Twitter, etc) 
• Share screen to show your slides to participants
• Start presenting slides
• Finish with a Q&A and Next steps
• Make participants aware of your next event/webinar

 

H) Improve your next webinars

You can use different methods such as polls and surveys after the session asking your participant’s feedback. Please check on how to create Polling for Webinars in zoom. 

 

 

Return to the main page of Circular Cities Week, by CEC