If you'd like to host a Zoom webinar with the New Jersey District please abide by the following guidelines:
Notify Caren (email@example.com) and Susan (firstname.lastname@example.org) of the event at least four weeks beforehand by email. The speaker should already be secured and cc'ed on this email. With this notification email please include: 1. A full description of the webinar (1-2 paragraphs for the newsletter) 2. The date and time of the webinar 3. A bio and headshot of the speaker - or at least a request from the cc'ed speaker to provide those to Susan ASAP. 4. Confirmation of if you need a paper flyer outside of the digital graphic created. Susan will create the graphic and Caren will print. 5. Any suggestions on graphics if you have any kind of image in mind, or even attach an image you think would be good for the graphic.
Within one week after your email is received: - Susan will set up the Zoom webinar and include both you and the speaker as cohosts. Please verify that the information is correct. - She will then email to confirm if you'd like to do a Zoom practice session the week beforehand and meet earlier before the webinar itself on the day. - She will send you the graphic and flyer for approval - Once all is approved and verified by you, the host, she will include the event in the newsletters and on the website. This gives 3 weeks for advertising of the event. - Caren will print out anything that needs printing once approved, Susan will send to her.
One week before the event: - Susan will meet with the speaker and host on Zoom to do a practice session on the agreed-upon date and time - Susan will give a headcount of registrants. If you would like to send additional resources to the registrants she will send you the emails of those registered.
The day of the event: - Susan will start the Zoom session as early as 30 minutes before the webinar. This allows for the speaker and host to join, troubleshoot, test their presentations, and ask any questions. - Susan will manage the Q&A, chat sections, and troubleshoot issues. The rest will be managed by the host and speaker.
Any and all communication about the webinar needs to stay on the original email chain with both Caren and Susan cc'ed (as appropriate).