Summary: This document outlines the SLAs for standard and existing (on-demand only) webinar requests, and addresses extenuating circumstances, and highlights/explains project statuses.
| Table of Contents | ||
|---|---|---|
|
[Standard Webinar Requests]
This includes our standard Standard Live (real-time) or and Simu-Live (pre-recorded) Webinars that you would like hosted internally on the BigMarker webinar platform.
Ensure you check the box titled “Webinar“ to generate the correct project type and tasks.
...
Timeline
25 business days (5 business weeks) before the desired webinar date: DGM/CM/PM submits a webinar request via the Campaign Request Form. Please refer to this Confluence article, “How To: Create a Webinar Campaign in JWM” for details on this process.
| Expand | ||
|---|---|---|
| ||
|
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.
| Expand | ||
|---|---|---|
| ||
**Please include the following items in the “Description” section of the webinar epic.
**In the “Details” section on the right-hand side, please ensure the following fields are filled out.
|
10 business days (2 business weeks) before live webinar: DGM/CM/PM submits audience resources and CTA Details
...
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 (with all deliverables) no later than September 26 at 12 p.m. ET.
| Info |
|---|
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. |
...
| Note |
|---|
If DG/CM/PM cannot supply all deliverables under the above agreed-upon timelines (assuming no extenuating circumstances that we previously discussed), then the webinar 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.
...
| Expand | ||
|---|---|---|
| ||
**Please include the following items in the “Description” section of the webinar epic.
**In the “Details” section on the right-hand side, please ensure the following fields are filled out.
|
...
If you want to publish the on-demand webinar on March 15 October 18. You must submit the ticket with all deliverables no later than March 8 October 4 at 12 p.m. ET.
Webinar project with all the deliverables provided: TBD.
| Note |
|---|
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. |
[Extenuating Circumstances]
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.
...
| Note |
|---|
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 airtable the project as to why this status was used.
[Rejected]:
The webinar request has been rejected. Marketing Ops Specialist will include a message in airtable the project as to why this status was used.
...