Summary: This document outlines the SLAs for standard and on-demand existing webinar requests, addresses extenuating circumstances, and highlights/explains project statuses.
[Standard Webinar Requests]
This includes our standard Live (real-time) or Simu-Live (pre-recorded) Webinars.
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: Creative a Webinar Campaign in JWM” for details on this process.
10 business days (2 business weeks) before first invite/promotion: Ensure all webinar deliverables (outlined above) are included on the webinar project at least 10 business days prior to your desired first invite/promotion date. If you want the registration page/link to be ready for promotion sooner, then you will need to submit all required deliverables sooner.
10 business days (2 business weeks) before live webinar: DGM/CM/PM submits audience resources and CTA Details
3 business days before live webinar: DGM/CM/PM will upload the final slide deck into the webinar project.
Note: To meet the launch timeline, deliverables must be received by 12 p.m. ET on the day of each required submission.
Examples
If you want to hold a webinar on November 8. You must submit the project no later than October 7 at 12 p.m. ET.
Note: ALL TEAMS (DG/CM/PM and Email/Media/Marketing Ops) are responsible for checking in on Airtable tasks/projects daily, regardless of whether you receive an email notification or not. However, if you are not receiving notifications, please review this knowledge article: Managing Airtable Notifications.
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.
Timeline
5 business days (1 business week) before desired webinar publish date: DGM/CM/PM submits webinar request through the Campaign Request Form.
Ensure you check the box titled “OnDemand (Existing Webinar)?“ to generate the correct project type.
Examples
If you want to publish the on-demand webinar on March 15. You must submit the ticket with all deliverables no later than March 8 at 12 p.m. ET.
Webinar project with all the deliverables provided: TBD.
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.
[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 as to why this status was used.
[Rejected]:
The webinar request has been rejected. Marketing Ops Specialist will include a message in airtable as to why this status was used.
Note: Only the Marketing Ops Specialist should change the status of a webinar project.
0 Comments