Large group facilitation webinars can be challenging to host, especially if you want to keep your participants engaged and productive. You need to plan ahead, design your session, use the right tools, manage the dynamics, and follow up effectively. Here are some tips to help you succeed.
Before you host a large group facilitation webinar, you need to have a clear purpose, agenda, and outcomes for your session. You also need to know who your audience is, what their expectations and needs are, and how you will communicate with them before, during, and after the webinar. Plan enough time for each activity, and anticipate potential issues or questions that might arise. Send out a pre-webinar survey or questionnaire to gather feedback and input from your participants, and use it to tailor your content and approach.
For some (like me), webinars or large scale online events isn't an everyday thing. First port of call, have an events lead assist you on getting setting up the structure - agenda, platform, audience management, UI/UX, ticketing, marketing etc. Don't go an 'Rambo' it yourself because you are not an expert (unless you do this once a week). I've hosted 1000 up to 3000 pax webinars before, and if you are the host, JUST stick to hosting and the rest leave it to the operations/conference management team. In short, get the experts to set it up for you first. Will make your session impactful and less worrying.
A large group facilitation webinar should not be a one-way lecture, but a collaborative and interactive learning experience. You need to design your session in a way that engages your participants, encourages their participation, and supports their learning. Use a variety of methods and formats, such as polls, quizzes, breakout rooms, chat, Q&A, whiteboards, and slides. Make sure your session is relevant, practical, and fun. Use stories, examples, and humor to illustrate your points and connect with your audience.
Gamification is the best way to spice up any session and to maximize engagement. Split the participants into teams and assign important roles in each breakout room such as: 1) Cheers Director - responsible for leading a cheer when a member gives a great idea or raises a great question 2) Leader of the Pack - ensures that quiet members contribute via encouragement 3) Guardian of the Segment - plays a living 6 thinking hats role, ensuring people do not complain or give solutions in the incorrect segment
Always have a TENT for your webinars. T- Theme. Most of the sessions I run will have a good theme that can be incorporated to all the content, pillars, activities, speaking topics. E-Engagement. Keep engagement on a high by incorporating open Q&A, comments, Breakout rooms, engagement tools (voting, surveys, thought bubbles etc). N- Networking. There must be a networking angle within the webinar. For example, speed dating setup like airmeet, a booth for specialists/speakers to meet up outside of the conference (special mini rooms). Capitalize on networking potential, always! T-Touchpoint. Every touchpoint of the event should be personalized. Registration, Sign up, Waiting, emails, conversations post event etc. Make it special!
You also need to choose the right tools and platforms for your large group facilitation webinar. You need to consider the features, functionality, and compatibility of the tools you use, and how they will support your objectives and activities. You also need to test your tools and equipment beforehand, and have a backup plan in case of technical issues or glitches. Make sure you have a reliable internet connection, a good microphone, a webcam, and a quiet and comfortable space to host your webinar.
Apart from having reliable gadgets and the right setup. I tend to emulate talk shows if possible. Have a few guests that are live together with the speaker (let the guests know that they are spotlighted) This is so that the session looks lively and that there's potential questions (adhoc) and interaction done. Watching a live show makes the time flow by much easier than just 1 person presenting. For me personally, apart from all the above, I'd like to say that the microphones and cameras play an important feature. Spend a bit on getting a good and reliable MIC and camera.
One of the biggest challenges of hosting a large group facilitation webinar is managing the dynamics and interactions of your participants. You need to establish some ground rules and expectations for your session, and communicate them clearly to your audience. You also need to monitor and moderate the chat, the Q&A, and the breakout rooms, and ensure that everyone has a chance to contribute and be heard. You need to balance the pace and the energy of your session, and keep your participants focused and motivated. You can use icebreakers, check-ins, feedback, and acknowledgments to create rapport and trust among your participants.
Things can get haywire if we don't have a 'backstage production' team ready. My team is prepared to assist with ensuring questions, comments are vetted through and they know exactly when to share with me when something good comes up. The formula for me is MIC: M - Messaging: For every session there should be a simple 2 liner to explain what it's all about. ie - like a news casters topic blurb on the screen. I-Impact: Always have an impact moment for each topic delivered so that the session flows well. C-Collaborative: Get running comments and also insider team to type up key points being delivered (like supporters). Though it may seem like we are self fanning, but it helps with those that loose track or wanting to write down notes.
Finally, you need to follow up effectively after your large group facilitation webinar. You need to thank your participants for their attendance and participation, and provide them with a summary, a recording, or any other relevant resources or materials from your session. You also need to solicit their feedback and evaluation of your session, and use it to improve your future webinars. You can also invite them to join a community, a network, or a mailing list where they can continue the conversation and the learning with you and with each other.
Post event follow up is critical if you want to continue to build the reputation and potential clientele in the future. One of the hardest to do, as it's at the tail end of the to-do-list. Get the team to prepare a write up of what was delivered and get it in PDF or website uploads. Provide proper links so that those that wants to know more, are able to go through the right channels, cause webinars/conferences tend to be linked up to future potential work!