Virtual Programming Committee: Webinars

Webinars are virtual programming conducted as a means of educating members about current topics and issues and providing programming to a broad member base. These are scheduled throughout the year in order to keep members engaged. 
 
Topics are determined by the Virtual Programming Committee based on current membership/market trends and needs, as well as data collected from MBA CSEA members.Individual webinars can be focused on a specific subset of the members, but there should be enough webinars provided throughout the year to meet the needs of MBA CSEA's broad member base. 


Content Sourcing

  • Expert presenters are selected based on their knowledge and experience of the topics agreed upon by the committee. This can include MBA CSEA members or outside presenters. If funding is needed for speaker fees, submit a budget request to the Board Liaison and Executive Director in July/August when the budget requests are made.
  • Conference programming that is highly rated could be repurposed/represented.
  • Conference programs from in-person events can be recorded and played as a webinar. This is particularly useful for the Asian and European conferences, since many people aren’t able to attend those.
  • Breakout sessions that were submitted for consideration for one of the conferences, but were turned down, can be presented as a webinar.

 

Vendor policy
Vendors who present information in a webinar format must provide a value-add as directed by the committee, as well as co-present with a school or employer member and ensure their program will not be a sales pitch. This is consistent with conference vendor policies and ensures the content is value-add and useful for our membership.


Pre-Event Planning

  1. Along with the Virtual Programming Committee, determine the topic for the webinar based on the organization’s strategic priorities, member feedback, current industry trends and committee input. Ideally, this would be done at the beginning of the Fall when the committee begins work. If that's not feasible, individual webinars should ideally be confirmed at least four weeks before th event. 
  2. Create the webinar title and description.
  3. Make contact with speaker(s) to gauge interest in presenting. Once they confirm interest, make an introduction to the Executive Director and Administrative Assistant, who will secure the dates and manage the logistics. 
  4. Enter the speaker name(s), session title and session description into the webinar tracking sheet.
  5. Once the event registration is live on the web site, be sure to register for the event so you will receive the login details.  


During the Event

  1. Log in to the webinar 30 minutes in advance (along with the Executive Director/Administrative Assistant and speakers), using the login information that is sent to all participants upon registration.
  2. The Executive Director or Administrative Assistant will handle all technical/administrative aspects of the event. As a facilitator, you do not need to have any special technical expertise. 
  3. Ask the speaker(s) when they prefer to receive questions (throughout the presentation or at the end). It is recommended that they hold off until the end in order to make sure they can get through the full presentation and also manage the timing appropriately.
  4. Handle Q&A, either during or at the end of the presentation. The Executive Director will explain how to do this either during the dry run or when you log in 30 minutes prior to the event. All participants will ask questions via the Question box, which will only be seen by the speakers(s), facilitator and MBA CSEA staff. They may also ask questions via the chat, so you should keep an eye on that as well. 
  5. Introduce the speaker(s) at the beginning and making technical announcements (see sample script below),
  6. If necessary, remind the speaker(s) about the time frame and give them a two-minute warning before the close of the webinar. This can be done using the chat feature so as not to interrupt the presentation.
  7. Close out the event at the end, thanking the speaker(s) and making any necessary announcements (see sample script below).
  8. Tips for facilitators while speakers are presenting:
    1. During the presentation, be attentive.
    2. Mute your phone.
    3. Keep track of the time; jump in near the end if needed.
    4. Please enter questions for the speakers into the "Question" box that you will see on your screen. Discussion with other attendees can take place through the chat box. 

Sample Scripts
 

Introduction Script
Good morning! This is (        name_____ ) from  (insert university or organization.) I am a (member …or co-chair) of the MBA CSEA Virtual Programming Committee. Welcome to all of our webinar participants. If this is the first time you’ve joined our event, we are pleased you have decided to experience today’s session. If you are returning, we are pleased that you have joined us again. (If we expect to have guests or have invited attendees other than MBA CSEA members, include a welcome to them specifically by group. For example—MBA Admissions professionals, HR managers)

I have few technology pointers before we move on to (insert event name, and/or presenters’ names)
  • In order to avoid disruptions and background noise, we have placed all participants in "listen only mode."  
  • To ask a question or contribute to the discussion, please type your question direclty into the chat screen, which can be found on the bottm left side of your screen
  • This meeting is being recorded, and it will be available in the Document Library, which can be accesed through your login at: www.mbacsea.org. 
On to today’s session!
(Insert Webinar title)
Start with a brief intro/several sentences to introduce the topic;
Consider incorporating the following: Why we decided to offer this topic;
Why it is of interest to our members; Did members request this topic? Was it presented at a conference to rave reviews?
 
Speaker Introductions
Next introduce the speakers and include some information on them 
(Speaker 1 Name)                                                                                           
(Add short bio/relevant information) 
(Speaker 2 Name) 
(Add short bio/relevant information)
Include any other speakers 
(Turn webinar over to the Presenters/Speakers)
At this point, we are ready to move on to today’s presentation…it is with pleasure that I turn it over to (speakers’ names).  (Insert your language to do this)

Wrap-up
  1. Thank the speaker again:
    (Consider: (Speakers names: —we will really appreciate your presentation and sharing your insights on (add topic, goals take-aways)
  2. Let attendees know that a brief evaluation of the webinar will appear on their screen once the webinar closes, and we appreciate their taking a few minutes to complete it.
  3. Announce any upcoming MBA CSEA events –(insert upcoming webinars or conferences and dates)
Wrap-up Script
Thanks again for joining us today and for your enthusiastic participation. We hope that you will attend another MBA CSEA Professional Development event soon!