Format and audience
Confirm whether the session is public, invited or internal, who needs to watch, expected interaction and whether content must remain available afterwards.
DPK Media planning guide
Webinar production checklist for South African organisers.
A reliable online event begins with clear decisions about the audience, presenters, platform, programme and final outputs. Use this checklist to plan contributor checks, audience access, graphics, rehearsals, recordings and handover.
Written for organisers in Cape Town and across South Africa.
Before choosing the platform
Start with six production facts.
These details help the production plan follow the audience and programme instead of forcing the event into a platform chosen too early.
Presenters and locations
List hosts, speakers, panel members, moderators and remote contributors, including where they will join from and who supports them.
Platform and access
Define registration, invitations, viewer authentication, joining instructions, audience questions, moderation and any organisational platform requirements.
Programme and content
Share the running order, presentations, videos, speaker names, titles, holding screens, transitions and important audience messages.
Recording and handover
Specify whether the session is recorded, the required layout and graphics, editing, captions, file format, access period and delivery deadline.
Responsibilities and support
Assign decisions for content, presenters, platform administration, attendee communication, moderation, technical support and final approval.
Contributor readiness
Check each presenter’s complete joining setup.
A clear technical check protects the programme from problems that cannot be solved once the speaker is already live.
Connection and device
Test the actual device, browser or joining route, internet connection, power and a practical backup contact method.
Sound and picture
Check the microphone, headphones where required, camera position, lighting, background and surrounding noise in the real joining location.
Content and cues
Confirm presentations, videos, names, titles, screen sharing, timing, handovers, moderator cues and what the presenter should do if disconnected.
Production timeline
Check the webinar at four stages.
Separate content decisions, contributor checks and the full rehearsal so each stage solves the right problems.
Scope and responsibilities
Confirm the audience, programme, access, platform, contributors, interaction, recording, delivery and decision-makers in writing.
Content and contributor checks
Collect the running order, presentations and graphics, then test each presenter’s real device, connection, sound, picture and joining route.
Technical rehearsal
Run the programme handovers, presentations, videos, audience interaction, moderator actions, recording and response to likely disruptions.
Live session and handover
Open contributor and audience routes at the agreed times, confirm recording, follow the running order and complete the planned file or access handover.
Organiser checklist
Include these details in the webinar brief.
Mark unknown items for confirmation. A useful brief makes dependencies and responsibilities visible before invitations are sent.
- Audience: public, invited or internal viewers, expected numbers and locations.
- Access: registration, invitations, authentication, joining instructions and support.
- Programme: start time, running order, speakers, panels, breaks and closing.
- Contributors: names, roles, locations, contact details and technical checks.
- Interaction: questions, chat, polls, moderation and private speaker communication.
- Content: slides, videos, names, titles, branding, holding screens and approvals.
- Recording: layout, clean outputs, permissions, editing, captions and access period.
- Handover: files, formats, transfer route, delivery deadline and final owner.
- Responsibilities: organiser, platform, presenters, moderator, content and technical support.
- Contingencies: late presenters, connection loss, content changes and audience support.
Webinar production FAQ
Questions organisers ask before going online.
The exact production plan depends on the audience, contributors and programme, but these principles apply to most online events.
How far in advance should a webinar be planned?
Planning should begin early enough to confirm the audience, platform, programme, presenters, access, graphics, recording and responsibilities before technical checks and rehearsal. The required lead time depends on the number of contributors and the complexity of the programme.
Can webinar presenters join from different locations?
Yes. Each remote contributor should have a tested connection, suitable audio, a clear camera position, usable lighting, a quiet environment and a confirmed joining route. A technical check reduces avoidable problems during the live session.
Which webinar platform should an organiser use?
The platform should follow the audience size, access requirements, interaction, branding, moderation, recording and organisational policies. Choose it after defining how viewers, presenters and moderators need to participate.
Can a webinar be recorded for later use?
Yes. The recording layout, graphics, presentation content, contributor permissions, file format, editing and delivery deadline should be agreed before the session so the correct material is captured.
Related DPK Media services
Build the online event around the audience experience.
Contact DPK Media
Turn the checklist into an online event plan.
Share the date, audience, presenters, programme, preferred platform and required outputs. DPK can identify the remaining questions and shape a practical production plan.
[email protected]Detailed media brief
A rough brief is enough to begin.
Send a media enquiry
The media intake captures the audience, presenters, platform, content, recording and handover details that affect the scope.