Webinar Production Checklist

When to use this

Use as the single production document. Each block has a clear owner. Update statuses live during run-of-show.

What’s included

• T-21 days
• T-14 days
• T-7 days
• T-2 days
• T-1 day
• Day of
• Within 24 hours
• Within 7 days

# Webinar Production Checklist

## T-21 days
- [ ] Title, abstract, and speaker bios locked
- [ ] Date and time confirmed (and 24h time-zone reach-check)
- [ ] Platform booked (Zoom / Teams / dedicated webinar tool)
- [ ] Invite copy approved
- [ ] Landing page live with registration

## T-14 days
- [ ] First wave of invites sent
- [ ] Speaker briefs sent
- [ ] AV requirements gathered from speakers
- [ ] Promotional plan (LinkedIn / email) scheduled

## T-7 days
- [ ] Rehearsal session booked with all speakers
- [ ] Slides reviewed and consolidated
- [ ] Producer-only script drafted (intros, transitions, sponsor mentions)
- [ ] Backup speaker / facilitator identified

## T-2 days
- [ ] Tech rehearsal completed
- [ ] Final attendee count to speakers
- [ ] Day-before reminder email scheduled
- [ ] Standby contact for production issues confirmed

## T-1 day
- [ ] Sound and screen-share tested by every speaker
- [ ] Recording settings confirmed
- [ ] Q&A moderation plan set (live vs collected)

## Day of
- [ ] Producer + speakers on platform 30 min early
- [ ] Hold music / waiting screen live
- [ ] Recording started before first words
- [ ] Q&A captured live
- [ ] Backup contact reachable

## Within 24 hours
- [ ] Recording uploaded and shared
- [ ] Thank-you email with link sent
- [ ] Feedback survey sent
- [ ] Answers to unanswered Q&A circulated in writing

## Within 7 days
- [ ] Producer retrospective with speakers
- [ ] Lessons-learned doc updated
- [ ] Suppliers paid