Webinars - how it works

Job briefing: 30 minute meeting

• You’ll meet your dedicated project manager
• Confirm the details of the project
• Generate a job brief.

Assets and file storage

After the meeting, we’ll send an email with next steps:

• A checklist of what we need from you: your branding, participant names as they should appear on screen, participant contact details, and login details for all the social accounts you’d like to livestream to
• A link to your secure cloud storage folder on our Google Drive, where all your project materials and supporting files and information will be stored
• Direct links to the subfolders where you can upload branding and presentation slides
• Your contract and job brief for review
• You can also access final cuts, promotional materials, and raw footage for future use:

Contract and invoicing terms

We send a contracting email with:

• The contract of engagement
• Initial invoice for approval.

Our payment terms are 50% up front and 50% 14 days after delivery.

Event planning

• We set up a WhatsApp (or Signal) group for all your webinar speakers to coordinate tech and logistics

Automated and Co-production packages

• You book the speakers, upload participant promotional photos and presentation slides to your secure cloud storage, fix the date, send out invites and draft the agenda

• We do all of the above, including recruiting speakers from our network and coordinating collection of individual promotional images and presentation slides

• We also send out the audience invites and manage attendance

• You sign off on the webinar date, time, and agenda.

Technical rehearsals and set up

• We contact the participants and arrange individual 15-30-minute tech rehearsals
• We help them adjust framing and lighting, familiarise them with the webinar interface, and optimise their camera settings
• You are welcome - but not required - to attend
• Tech rehearsals are an event-specific, one-on-one, abbreviated version of our full Webinar participant training
• We also build your remote webinar studio and link your social accounts for livestreaming, uploading any presentation slides, and customising the interface with your brand colours, font and logo
• This includes customising the holding slide and countdown.

Event production

• We open the ‘green room’ 30 minutes before the event goes live, for participants to join and review their tech
• Our producer is on hand to answer any questions, ensure all supporting materials are accessible, and double-check everyone’s setup
• 5 minutes before going live we open the webinar to the audience, who will see the customised holding slide and countdown
• When it’s time to go live, we open the event to your host and begin streaming
• We moderate the chat
• We post polls in the chat window with results shown live during the webinar and made available for your records after the recording
• We push individual questions into the general chat window
• We assist with any technical issues
• Guest producer seats mean your team members can direct the recording without being recorded
• Fully managed package: you'll be joined in the remote studio by a shadow producer in a different location to safeguard against unforeseen technical issues
• Our producer live-produces the webinar view, switching between speaker full-screen, split-screen, or inset over presentation slides:

Post-event production

• After the webinar ends we produce up to 5 x 60-second short films
• We upload the full-resolution raw video files to your secure cloud storage
• The quality of the individual participant recording files are recorded at the quality of the participant's tech, up to 15mbps / YouTube standard
• Shortly after the webinar ends, full-resolution .mp4 raw video files for each of your speakers will be available in the assets folder of your secure cloud storage.

Automated

• We’ll process the video through our built-in remote studio AI, which automates the process of selecting and editing short clips

Co-production and Fully managed

• The video files go to our team of editors to make the first cuts
• They enhance the audio and image, use your branding colors, font and logos and add any additional content, such as presentation slides, your own archive and / or licensed stock (licensed stock available for Fully managed only).

Distribution

• Once the final films are complete, we drop upload-ready .mp4 master files into the deliverables folder of your secure cloud storage, where they will remain indefinitely, ready for you to distribute
• We also send the attendance data in .csv format, including audience contacts, for your records, along with the results of any chat polls conducted during the event.

Marketing

• We provide material (still images and/or video) in advance of the webinar for promotion across your social media channels, newsletter and general communications

Co-production

• 5x off-the-shelf 10-second promotional video clips customised with your branding

Fully managed

• 5x 10-30 second video clips, edited from an online recording session with our producer featuring you or one of your speakers

• Recorded in our remote studio before the event, these clips are edited by human editors and subject to one round of notes.

Proofing your webinar

• Once the rough cut of each film is complete, we send a link to review it in Frame.io
• All stakeholders can add comments directly on the video timeline, and review other’s comments

• Co-production: 1 round of changes

• Fully-managed: 2 rounds of changes

• Our editors will be scheduled and waiting to make any changes as soon as the notes are signed off, so we can deliver final cuts as quickly as possible.