Summary: This document offers a comprehensive overview of the B2B webinar request process. It includes instructions on how to place a webinar hold and submit a webinar request in JWM and outlines important timelines and deadlines. Additionally, it details all tasks involved in organizing webinars, specifies the service-level agreements (SLAs) for standard and existing (on-demand only) webinar requests, and addresses any extenuating circumstances.
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How To: Place a Webinar Hold
This section provides a guide on how to place a webinar hold on the Webinar Planning Calendar in Outlook. This step must be completed before submitting the webinar request in Jira to ensure that the desired date and time are available on the calendar. If you do not have access to the calendar, please contact Stella Brooks at sbrooks@relias.com.
Navigate to the "Webinar Planning Calendar" in Outlook.
Select a day and time frame for the hold.
For example, January 7, 2025, from 1:00 PM to 2:00 PM.
Title the calendar hold using the following naming convention:
[WEBINAR HOLD] Vert: Short Description
Example: [WEBINAR HOLD] PAC: This Month in PAC.
Add yourself and Stella as participants to the invite so she receives a notification and can easily identify who created the hold.
Make sure to click "Send" at the top left corner, and you're all set!
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Standard Webinar Requests
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This includes our Standard Live (real-time) and Simu-Live (pre-recorded) Webinars webinars that you would like hosted internally on the BigMarker webinar platform.
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Timeline/SLAs
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Audience
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Vertical
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25 30 business days (5 6 business weeks) before the desired live webinar date:
DGM/CM/PM submits
the webinar request
in Jira. Please refer
to the section titled “How to Submit a Standard Webinar Request Type in JWM” for
full steps on this process
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10 business days (2 business weeks) before first invite/promotion: Ensure all webinar deliverables (outlined below) are included in the webinar project at least 10 business days prior to your desired first invite/promotion date.
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**Please include the following items in the “Description” section of the webinar epic.
Webinar title
Webinar date/time/duration
Should a registration link be posted on Relias.com? (Yes or No)
Is this a demonar?
Registration page copy
Parent Campaign Link
Ensure the following fields are filled out; Webinar Strategic Goals, Focus, Division, GMT ID, Partner Level (if applicable).
If this is a partner hosted webinar, will they want the registration list?
This is important because depending on the answer, we will either utilize the normal registration page or the partner one with the opt-in message at the bottom.
Example;
Speaker/SME details
(Include the following for each speaker; headshot, 3-4 sentence bio, job title, company name, and contact email address)
If their details are already in the SME Database, confirm with the speaker that their information and headshot are up to date and link to their record in the webinar project.
If their details are not in the SME Database, add all the items outlined above and link to the record in the webinar project.
Example record with all required SME details added: here
Webinar image
This image will display on the Relias.com website and the BigMarker registration page.
You have the option to use the Relias Image Library or, preferably, request an image from Creative when you need other items such as email banners/graphics. This helps avoid reusing the same images repeatedly and ensures that they are more meaningful and purposeful.
**In the “Details” section on the right-hand side, please ensure the following fields are filled out.
, including the required deliverables.
25 business days (5 business weeks) before the live webinar:
Stella will have the registration page ready for promotion.
Promotion should begin at least four weeks before the webinar start date to optimize the time needed for successful registration and attendance.
10 business days (2 business weeks) before the live webinar:
DGM/CM/PM submits the audience resources and CTA
details into the webinar project in JWM.
Please submit in the Epic level section of the ticket with Stella tagged.
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3 business days before the live webinar:
DGM/CM/PM
uploads the final slide deck (i.e. in the Relias branded template) into the webinar project in JWM.
Please submit in the Epic level section of the ticket with Stella tagged.
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Please inform the SME(s) speakers to submit their final slides a minimum of to you at least 5 business days prior to the webinar. This allows for error correction, ensures slide availability on the platform, prevents display issues, and gives SME(s) sufficient time for presentation rehearsalbefore the webinar (or more to ensure we don’t receive them in poor shape/ not in our Relias template at the last minute). This ensures Relias branding review, content review, and error correction, enhancing the attendee experience. |
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Note: To meet the launch timeline, deliverables must be received by 12 p.m. PM ET on the day of each required submission. |
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Example
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If you submit a webinar project on October 7 at 12 p.m. ET for a live webinar scheduled for November 8, this meets the initial SLA requirement. However, the earliest the registration page/link would be ready for promotion would be October 18. If you want the first invite/promo to be sent out earlier, you need to submit the webinar project sooner. For instance, in order for the first email invite to be sent out on October 10 for the same webinar date of November 8, you will need to submit the webinar project want to hold a live webinar on March 27, you must submit the request (with all deliverables) via JWM no later than September 26 February 13 at 12 p.m. ET.
Jira ticket with all the deliverables provided:TBD.
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Note: ALL TEAMS (DG/CM/PM and Email/Digital/Marketing Ops) are responsible for checking in on their tasks/projects daily, regardless of whether you receive an email notification or not. However, if you are not receiving notifications, please reach out to IT. |
PM ET. The webinar will be ready for promotion on February 27.
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If DGDGM/CM/PM cannot supply all deliverables under the above agreed-upon timelines (assuming no extenuating circumstances that we previously discussed), then the webinar date or promotion date can be pushed out at the Marketing Ops manager’s discretion. |
[Existing Webinar Requests]
This includes externally held webinars (for example, webinars hosted through a partner’s webinar platform) or internally held event sessions (for example, Impact Nation/ Impact Series) that you would like published to Relias.com and made available for on-demand viewing here.
Timeline
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Ensure you check the box titled “OnDemand (Existing Webinar)“ to generate the correct project type and tasks.
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Event manager’s discretion. |
Extenuating Circumstances
For matters related to holidays, PTO coverage, on-site meetings, or periods of short staffing, please reach out to the Marketing Operations Specialist if you anticipate needing an extension for your deadlines, wish to reschedule, or need to cancel anything. If you become aware of any issues that may impact the launch of your webinar, inform the Marketing Operations Specialist as soon as possible so we can discuss the next steps. Please do not wait until our weekly meeting to share this information; the sooner you inform us, the better.
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How To: Submit Standard Webinar Request Type in JWM
This section will detail how to submit a standard webinar request in Jira. This includes our Standard Live (real-time) and Simu-Live (pre-recorded, whether new or previous webinar recording) webinars that you would like hosted internally on the BigMarker platform.
Use the main marketing JWM form.
Select the appropriate initiative
Use the SFDC Parent Campaign Name as both the “Request Name” & “Salesforce Parent Campaign” (see below)
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Fill out the rest of the fields listed below;
Audience Type: B2B
The chosen Audience Type will determine where the requestor’s tasks go. Selecting multiple options will create duplicate tasks for all requestors.
Brand: Relias
Vertical
Sub-vertical
Campaign ID: This is for your GTM ID, if applicable, NOT your SFDC parent Campaign ID
Audience: Select the appropriate option(s)
Description: Add all required webinar deliverables here
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Webinar Title: Webinar Date/Time/Duration: Parent Campaign:(link)
Speaker/SME details (Should a registration link be posted on Relias.com? YES or NO Do you want this indexable? YES or NO
Is this product-specific? YES or NO Is this a demonar? YES or NO Is this a partner-hosted webinar? YES or NO
Will the presenter(s) want the registration/attendance data? YES or NO
Should this be available for on-demand viewing on Relias.com? YES or NO GTM ID: (If applicable, otherwise put N/A) Registration Page Copy: link to handout or copy and paste full text Speaker Details: Include the following for each speaker; headshot, 3-4 sentence
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Attachment: The webinar image
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The webinar image will
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be displayed on the
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Relias
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website and the BigMarker registration page.
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You
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can use the Relias Image Library or, preferably, request an image from Creative when you need other items such as email banners/graphics. This helps avoid reusing the same images repeatedly and ensures that they are more meaningful and purposeful.
Customer Marketing: Yes or No
Priority: Select P0 for standard priority. If higher priority is desired, select the appropriate level and include reasoning in the ticket.
Check ONLY the “Webinar” box and select “1”. This will create all tasks associated with the standard webinar project type.
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Click “Create” to submit the webinar project request.
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**In the “Details” section on the right-hand side, please ensure the following fields are filled out.
Audience
Vertical
Sub-vertical
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The webinar tasks include initial and post setup, an email invitation, a follow-up email, SEO review, an organic social post, a PPC link, custom links, and requester tasks. |
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Assign Team Members to Their Tasks:
After submitting the request, the requestor must assign tasks to team members at the child level, as they cannot see MKHUB epics on their boards.
If certain tasks are unnecessary, do not assign them and mark them as “canceled.”
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Upon receiving the request, Stella will tag the requester in the main webinar epic to indicate whether the project is ready to start, whether any deliverables are missing, or whether there are any additional questions.
Existing Webinar Requests
This includes externally held webinars (for example, webinars hosted through a partner’s webinar platform) or internally held event sessions (for example, Impact Nation/ Impact Series) that you would like published to Relias.com and made available for on-demand viewing here.
Timeline/SLAs
5 business days (1 business week) before the desired webinar publish date: DGM/CM/PM submits webinar request in Jira. Please refer to the section titled “How To: Submit Existing Webinar Request Type in JWM” for full steps on this process, including the required deliverables.
Example
If you want to publish the on-demand webinar on October 18 March 12. You must submit the ticket with all deliverables no later than October 4 March 5 at 12 p.m. PM ET.
Webinar project with all the deliverables provided: TBD.
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If DG/CM/PM cannot supply all deliverables under the above agreed-upon timeline (assuming no extenuating circumstances that we previously discussed), then the webinar post date will need to be pushed out. |
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Extenuating Circumstances
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When it comes to holidays/PTO coverage, on-site meetings, periods of short staffing, and so on, please get in touch with the Marketing Ops Specialist if you think you might need an extension for your deadlines, want to reschedule, or need to cancel something. As soon as you know about anything that might affect the launch of your webinar, please let the Marketing Ops Specialist know so we can talk about what to do. Don't wait until our meeting time to share this information - the sooner you tell us, the better.
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Dependent on documentation that is currently in the works, I may update or delete the “Project Status Descriptions” section below. |
[Project Status Descriptions]
Statuses include: New, Webinar Hold, With Email Ops, SEO Review, With DGM/CM/PM, Ready to Be Marketed, Complete, Cancelled, and Rejected. Status descriptions provided below.
[New]:
Default status when webinar request is initially submitted. The webinar status is confirmed.
[Webinar Hold]:
The ticket was submitted early, but the webinar status is not 100% confirmed.
[With Email Ops]:
Waiting for Email Ops to QA registration page copy.
[SEO Review]:
SEO team member is reviewing the webinar title and registration page copy.
[With DGM/CM/PM]:
This status could indicate several things, such as waiting for DGM to provide initial webinar deliverables, waiting for DGM to approve registration page copy with QA and SEO suggestions, waiting for DGM to add CTA link/text and attendee resources, or waiting for DGM to upload webinar slides. By reviewing the comments section, you can determine the precise meaning of this status.
[Ready to Be Marketed]:
The webinar registration page is live on the site and is ready to be marketed by Email/Social/ Digital Marketing teams.
[Complete]:
The webinar has concluded. The Marketing Ops Specialist has uploaded the recording to the website for on-demand viewing and added details to the Website Resources Base.
[Cancelled]:
The webinar was most likely canceled due to SME(s) no longer available/ emergency circumstances. Marketing Ops Specialist will include a message in the project as to why this status was used.
[Rejected]:
The webinar request has been rejected. Marketing Ops Specialist will include a message in the project as to why this status was used.
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How To: Submit Existing Webinar Request Type in JWM
This section will detail how to submit an existing webinar request in Jira. This includes externally held webinars (for example, webinars hosted through a partner’s webinar platform) or internally held event sessions (for example, Impact Nation/ Impact Series) that you would like published to the Relias website and made available for on-demand viewing here.
Use the main marketing JWM form.
Select the appropriate initiative
Use the SFDC Parent Campaign Name as both the “Request Name” & “Salesforce Parent Campaign” (see below)
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Fill out the rest of the fields listed below;
Audience Type: B2B
The chosen Audience Type will determine where the requestor’s tasks go. Selecting multiple options will create duplicate tasks for all requestors.
Brand: Relias
Vertical
Sub-vertical
Campaign ID: This is for your GTM ID, if applicable, NOT your SFDC parent Campaign ID
Audience: Select the appropriate option(s)
Description: Add all required webinar deliverables here
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Webinar Title: Webinar Live Date (the date the live webinar was held): Publish Date: (the date you would like the on-demand webinar published): Webinar Gated or Ungated? Parent Campaign Link:
Registration Page Copy: link or full text Speaker Details: Include the following for each speaker;
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Attachment: The webinar image, webinar slides (PPT file), and webinar recording (mp4 file).
The webinar image will be displayed on the Relias website.
Customer Marketing: Yes or No
Priority: Select P0 for standard priority. If higher priority is desired, select the appropriate level and include reasoning in the ticket.
Check ONLY the “OnDemand (Existing Webinar)” box and select “1”. This will create all tasks associated with the existing webinar project type.
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Click “Create” to submit the webinar project request.
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The webinar tasks include on-demand setup, SEO review, and SEO approval. If additional tasks are needed (such as email invites/ social promotion, the requestor will need to create them) |
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Assign Team Members to Their Tasks:
After submitting the request, the requestor must assign tasks to team members at the child level, as they cannot see MKHUB epics on their boards.
If certain tasks are unnecessary, do not assign them and mark them as “canceled.”
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Upon receiving the request, Stella will tag the requester in the main webinar epic to indicate whether the project is ready to start, whether any deliverables are missing, or whether there are any additional questions.