Marketing
On demand
Webinar Production Coordinator Agent
Give every webinar a clear plan.
Turn a webinar topic into a timed agenda, preparation checklist and list of responsibilities.
Prepare a timed run sheet and rehearsal checklist for this webinar.
- Read the request and supporting information
What it does
Organise speakers, timings and rehearsal tasks.
Turn a webinar topic into a timed agenda, preparation checklist and list of responsibilities. Built for webinar producers.
Shape the event plan
Provide the topic, event length, speakers and planned date. Registration questions and past audience drop-off can improve the agenda.
Check speakers and assets
Plan the segments and rehearsal tasks, checking that the agenda fits the available time.
Prepare the host's fallback
Get a run sheet and preparation checklist with owners and outstanding decisions.
How it works
Turn a webinar topic into a timed agenda, preparation checklist and list of responsibilities. Built for webinar producers.
- Approved documents and context
- Require speaker and asset permission evidence before promotion. Prepare a host-owned fallback that preserves the learning objective without exposing live customer records. Links to the original information and the date it was checked Optional: registration questions and previous event Q&A, to prioritise what this audience wants to learn. Optional: past session timings and aggregated attendance drop-off, to plan realistic segment lengths and interaction points.
- Keep the live session on track
- A timed agenda gives speakers clear cues and transitions, helping everyone understand what happens next.
- Catch preparation gaps before going live
- Assign rehearsal tasks and asset checks to named owners, with outstanding decisions visible before the event.
- Zoom · Read permitted webinar setup details (read)
- Check event configuration and host roles.
- Google Calendar · Read speaker and rehearsal availability (read)
- Verify confirmed commitments.
- Asana · Prepare production task pack (draft)
- Assign reviewable asset and rehearsal work.
- Human review and permissions
- Webinar producers review the webinar run sheet and any unanswered questions. Check that the information is still current before sending a message or changing a record.
01Gather the context
Bring together the relevant information from Zoom, Google Calendar, Asana.
02Check what matters
Plan the segments and rehearsal tasks, checking that the agenda fits the available time.
03Prepare the result
A timed agenda with speaker cues and transitions for the live event. What is ready to use and what still needs checking before taking action.
04Review proposed changes
Webinar producers review the webinar run sheet and any unanswered questions. Check that the information is still current before sending a message or changing a record.
Integrations
Calendar & meetings
Zoom
Google Calendar
Microsoft Teams
Projects & tasks
Asana
ClickUp
Jira
Choose the platforms your team already uses—you don’t need every example shown. Confirm the required features and configure access during implementation.
What you get
Prepare speakers and organisers for a smoother webinar, with less last-minute coordination.
- Keep the live session on track
- A timed agenda gives speakers clear cues and transitions, helping everyone understand what happens next.
- Catch preparation gaps before going live
- Assign rehearsal tasks and asset checks to named owners, with outstanding decisions visible before the event.
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