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Summary: This document outlines the SLAs for standard and existing (on-demand only) webinar requests, and addresses extenuating circumstances.

[Standard Webinar Requests]

This includes our Standard Live (real-time) 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.

image-20240807-175223.png

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.

  • 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 to see the list of all required webinar deliverables.

**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).

  • 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. 

  • Audience 

  • Vertical 

  • Sub-vertical 

  • Promotion #1 date 

    • Remember, the date you put here is going to be the earliest the webinar registration page/link will be ready for promotion.  

  • 10 business days (2 business weeks) before live webinar: DGM/CM/PM submits audience resources and CTA Details

 Expand to see full details

  • Audience Resources

  • CTA Details (main text, button text, and desired link)

    • For CTA text: Recommended 100 characters or less for the main text; for the button text, 15 characters or less.

    • Below are examples of CTA main text and button text that are within these character limits, as well as a screenshot of the final CTA displayed in BigMarker;

      • Main CTA text: “Get Your Staff Prepared for the Dementia Care Shockwave”. OR “Get Mobile-First Training for Your Entire Staff from Relias”.

      • CTA button text: SEE HOW/ REGISTER NOW/ REQUEST A DEMO/ LEARN MORE

        image-20240520-202058.png

    • For CTA link: If you do not specify which link to use, I will refer to the list of general CTA links per vertical (created by the Email Ops team).

  • 3 business days before live webinar: DGM/CM/PM will upload the final slide deck into the webinar project.

 Expand to see full details

Please inform the SME(s) to submit their final slides a minimum of 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 rehearsal, enhancing the attendee experience.

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 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.

    • Jira ticket with all the deliverables provided: TBD.

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.

 

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 and tasks.

image-20240806-215448.png
 Expand to see the list of all items needed when submitting this request type

**Please include the following items in the “Description” section of the webinar epic.

  • 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

    • Ensure the following fields are filled out; Webinar Strategic Goals, Focus, Division, GMT ID, Partner Level (if applicable).

  • Registration page copy

  • Webinar Slides (PPT file)

  • Webinar Recording (mp4 format)

  • 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 http://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. 

  • Audience 

  • Vertical 

  • Sub-vertical 

Examples

  • If you want to publish the on-demand webinar on October 18. You must submit the ticket with all deliverables no later than October 4 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.

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.

Note: Only the Marketing Ops Specialist should change the status of a webinar project.

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