How do we manage webinar registrations and attendee mailings? Eventbrite is currently the recommended platform for assisting webinar hosts with this issue.
There are basically four main steps involved in the Eventbrite process for webinars, and they can all be done without any knowledge of HTML 0r coding.
The first step is to create the event, a ticket and a custom URL. This is done on the main set-up page. If you are doing this for a free webinar, we’d recommend a “VIP Guest” ticket, which is just really a fancy name. Hopefully, it makes our guests feel important. We want to take good care of them from the time they arrive at Eventbrite until the webinar is over. Next, you will want to have a short description written up and some photos prepared. You can also add your logo to this main page.
Complete the section under the description, by saying a little bit about your webinar as well as what your audience can expect to learn in exchange for their time. At the bottom of this page, Eventbrite allows you to set your own URL name for the registration page. Keep it as short as possible because you’ll be using it in Twitter and Facebook as well as other places. This is the address that you want people to go to sign up.
The second step is writing the confirmation email and confirmation web page. They can both say pretty much the same thing. We always keep the event URL given to you when you create your WebinarsOnFire event near the top of these messages, so that people can find them easily. Additionally, one can add a link to the Local Numbers page and the WOF Trouble-shooting page, to help attendees see if their systems will work properly with the webinar software before they schedule the time.
Please note that the WebinarsOnFire system uses multiple servers, and uses separate ones for the live events versus the recordings. It’s saving your recording on a different server, under the exact same URL as the live event. That means that occasionally an audience member can have trouble with a browser or firewall for the main event, and be just fine with the replay. The player on the WOF trouble-shooting page can also have trouble with Internet Explorer, but it’s just fine with other browsers like Chrome and Firefox, so you can test your system following the instructions on the page, and switch browsers before giving up. There’s just something about Windows compatibility mode we can’t explain.
The third step is sending reminders to attendees from the Eventbrite “Email Attendees” area. Using this function, you can easily send reminder emails with some of the above content, such as your event link, out to the entire list of those who have signed up. We usually try to do at least two and sometimes three reminders to encourage those who have registered to attend the webinar. Our studies have shown that attendance rates fall to 25-30% of registration on events where there is no significant community bringing people in, and the event itself is free. Some people register and then attend the replay later and some are never seen again. You have a great opportunity to update your registrants with valuable info about the upcoming event when you use the email reminder process. Remember to keep building excitement about your content.
Finally, the fourth step is measurement and recovering the data, including the registration list. Eventbrite allows you some choices of how to import the data set of those who register, including Excel and so forth. We like Excel for this purpose because it is the easiest way to set-up files to export into other CRM software. You can expect to delete any unnecessary columns before you use the dataset. Also, you are allowed to customize the nature of the data collected on the registration pagee, so you can ask for and possibly receive quite a bit of info at this stage. Additionally, take a look at the other ways Eventbrite can help with measurement.
Unfortunately, we are not able to get the name and ID of every person who attends a Webinars On Fire webinar on our system, because we don’t require log-ins and give out session numbers. You can check on the numbers from your control panel in the Webcasts screen during your event, and you do get a log with measurement for all the people who call in by phone. Still, there’s no way to be completely accurate about the exact number or identity of guests on a Webinars On Fire webinar event. The Eventbrite registration and attendee email services can be used after the fact to send out a link to a SurveyMonkey questionnaire which can help you get some feedback about your webinar when it’s over.
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