Webinar Guidelines

ThinkTech Hawaii (Jan.2021)

WEBINAR GUIDELINES

ThinkTech Hawaii can produce your organization’s webinar program under these general guidelines and production schedule.

ThinkTech Underwriter Status

Your organization will be asked to become and donate as a “Brass Underwriter”*. A Brass Underwriter receives ThinkTech webinar production support to include some or all of the following:

Establish a Zoom webinar on ThinkTech’s platform, produced by ThinkTech staff
Invite your organization’s program coordinator and program panelists to Zoom prep meetings and Webinar Live Day
Prep meetings – tips on lighting, color, sound, framing, backgrounds, script
Closed caption and transcripts
Preparation of Universal Bumper with your logo and program information
Periodic reports on registration numbers leading up to Webinar Live Day
Monetizing webinar registrations on PayPal
Pre-show reminder emails to panelists and attendees
Promotion in our Email Advisories
30-Minute ThinkTech interview to promote your webinar event
Professional Zoom production, bumpers, switching, lower thirds, broadcasting
Q&A, chat, closed captions and live transcript documents
Polling for evaluations
Post Webinar Live Date follow-up emails to panelists, attendees and absentees
Post Webinar Live Date reports; final registration, attendance, Q&A, polling and performance
Edit to trim footage and improve video, color, sound
Uploading on YouTube and Vimeo, or Vimeo VOD (with paywall), at your option.
Replay on ThinkTech talk show broadcast schedule
Submit video to Olelo 54 for broadcasting with DEA notice

*A Brass Underwriter is the designation for tax-deductible donations of $1,000. Higher levels of Underwriter support are available for larger donations.

Production Schedule Guidelines

(1) Initial Meeting – at least two/three weeks before “Webinar Live Day”

Contact Jay Fidell at jay@fidell.com or 808-780-9254 to set the date and time of an Initial Meeting on Zoom with Jay and Carol Mon Lee.
At the Initial Meeting, we will discuss the general outline of the webinar program, including the type of event (e.g., educational, awards celebration, informational, etc.), registration fees and program elements (e.g., hosts, panelists and panels, keynotes, guest speakers, entertainment, prerecorded videos, graphics and video clips, etc.).
Establish the date and time for the program’s “Webinar Live Date.” ThinkTech webinar programs are generally scheduled for Fridays.
Identify participants including program host and panelists (webinar designation for guests and those participating in the webinar).
Discuss invitational flyer and script requirements.
Identify your organization’s “program coordinator” for this webinar. ThinkTech will communicate with the program coordinator regarding all issues. The program coordinator will be responsible for contacting others.
ThinkTech will establish the webinar on our Zoom account and send the registration link to the program coordinator to include in your announcements, invitations and promotional materials. We would work with you on the copy.
Your organization should distribute your announcements/invitations to achieve attendee registrations for the webinar as soon as possible. Our maximum registration is 500.

(2) Within one week after Initial Meeting

Provide names, affiliations, positions, emails, cellphone numbers and short bios of host and panelists and other speakers to shows@thinktechhawaii.com.
Schedule times and dates to prerecord presentations of any of the participants.
Forward graphics, videos, prerecorded content to shows@thinktechhawaii.com.
You should be working on script and graphics to be used in the program.
ThinkTech will send the program organizer, host and panelists Zoom links to the First Prep Meeting for 5-6 pm on Monday before Webinar Live Day
Brass Underwriter contribution – made online through PayPal link at thinktechhawaii.com or by check to ThinkTech Hawaii at 1164 Bishop Street, Suite 603, Honolulu, Hawaii 96813

(3) First Prep Meeting, 5-6 pm Monday before Webinar Live Day (for our staff and all webinar participants)

ThinkTech staff

Participants download latest Zoom update, and reboot desktop or laptop computers (phones or tablets not advised)
Tips and tricks on computer, framing, lighting, light settings and audio
Tips on use of computers v. Tablets v. Smartphones and EarPods v. Earbuds
Tips on camera height and angle, reading from screen, rustling of paper
Tips on green screens, backgrounds, looking at camera
Tips on Alt-A, muting and unmuting, closing video, touching face, stepping away
Discussion of closed captions, transcript, Q&A, chat, polling (evaluations)
Assigning chum Q&A questions
Specs on graphics, 5 lines with 5 words each line
Update on current registrations