Organizing engaging webinars – division of roles

February 26, 2018 | Natalie Frei | Learning Elsewhere, Methods & Tools |


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The SDC Learning & Networking team has launched a series of blog posts on how to organise a webinar. After diving into crucial questions that must be clarified like in any face-to-face learning event, this blog post will focus on the division of tasks. Organizing and hosting a webinar needs a team of people focusing on different tasks: the coordinator and facilitator, the technical expert; the chat box facilitator and the presenter.

By Bertha Camacho, SKAT and Nadia von Holzen, Learning Moments

SKAT is an experienced webinar organizer; and offers series of webinars, for example for the Rural Water Supply Network. The webinars are normally attended by 60-100 participants all over the world. SKAT does the same webinar in different languages because the experience showed that this works best.

A webinar is seminar online, it is in real-time, it is live.

Bertha Camacho gives overall support to staff members involved in organizing webinars as coordinator and facilitator, technical support or chat box facilitator.

Why webinars?

SKAT sees a webinar as a good alternative to face-to-face seminars; and organizes webinars for two main purposes:

1. A webinar provides people access to expert knowledge and support in a short period of time; without having to travel.

2. For the presenters and the organisation, a webinar allows reaching out to a wider audience.

Division of tasks

Within SKAT webinars, the work is divided so as to guarantee for a smooth process:

The technical expert is responsible for preparing the platform (SKAT uses Web-ex) and assists the participants for using to the platform. This person trains the presenters on how to use the white board.

The coordinator and facilitator: Within SKAT the webinars are facilitated by the theme experts: they define the concept and topic; promote and communicate about the webinar. Normally they also facilitate the discussion.

The chat box facilitator follows the chat discussion and feeds questions and comments to the facilitator to animate the discussion with the expert.

The presenters: SKAT invites external experts to presente.

Three key aspects to keep in mind

In Bertha Camacho’s experience, good preparation is key:

1. Like any face-to-face event, a webinar needs preparation. Each webinar is different; and the preparation and set-up starts anew.

2. It needs a team to offer an engaging webinar; the division of tasks within the organizing team is crucial.

3. It needs training of the presenters and the participants how to use the platform and to get used and skilled to collaborating online.

Related stories

The SDC Learning & Networking team has launched a series of blog posts on how to organise a webinar.


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