T12 Webinar run of show

Webinar run of show

A webinar studio set with a presenter and a producer

Bayview Credit Union Live: Oct 8, 2026 47 target accounts registered 1 backup plan armed

Minute-by-minute run of show for the "Business Banking Forum: Navigating Rate Changes" webinar, with every owner, cue and backup plan named. Prepared by Quarry Lane Content for Bayview Credit Union's business banking ABM program. Everyone below should have this page open during the live session.

Event details

Sample template: the firm, people, clients and figures are fictional and shown for illustration only.

Live example from the Dashboards app, shown with Atlas Security's demo data.

Minute by minute

Time	Segment	Owner	Cue
10:45	Speaker and producer tech check	Talia Brooks	Confirm audio, screen share and slide advance for all speakers
11:00	Doors open, waiting room music	Talia Brooks	Registrants see countdown slide; no audio live yet
11:00	Welcome and introductions	Dana Ferris	Producer unmutes host on cue
11:03	Agenda and housekeeping	Dana Ferris	Mention Q&A panel and the resource link in chat
11:05	Rate environment overview	Marcus Webb, Chief Economist, Bayview Credit Union	Producer advances slides on speaker's verbal cue "next slide"
11:18	Poll: "What worries you most about rates?"	Talia Brooks	Producer launches poll, host reads results aloud after 90 seconds
11:22	Customer scenario walkthrough	Dana Ferris	Screen share switches to the prepared scenario deck
11:35	Live Q&A	Dana Ferris, Marcus Webb	Producer feeds top 3 chat questions to host by 11:33
11:45	Call to action and next steps	Dana Ferris	Producer drops the consultation booking link in chat on cue
11:48	Close and thank you	Dana Ferris	Producer stops recording after the closing slide holds for 10 seconds

Handoffs during the session

sequenceDiagram
    participant P as Producer, Talia
    participant H as Host, Dana
    participant S as Speaker, Marcus
    P->>H: Cue mic live at 11:00
    H->>S: Introduces speaker at 11:05
    S->>P: "Next slide" verbal cues throughout
    P->>H: Poll results ready at 11:19:30
    H->>P: Signal to launch Q&A panel at 11:35
    P->>H: Top 3 chat questions relayed by 11:33
    H->>P: Cue to drop CTA link at 11:45
    P->>H: 10-second warning before close

Pre-show checklist

Complete before 10:45

Open item: the backup dial-in number has not been tested end to end. Owner: Talia Brooks. Deadline: Oct 7, 2026, end of day, before the tech check.

Backup plans

If the primary platform fails

Producer posts the backup dial-in number in the registration confirmation email thread and pins it in any available chat channel. Host continues audio-only from the backup line. Slides are not shared on the backup line; host narrates verbally and promises the deck in the follow-up email.

If a speaker loses connection

Producer keeps the session running with the remaining speaker. Host acknowledges the gap once ("Marcus is reconnecting, I'll keep us moving") and does not stop for more than 60 seconds. If the speaker cannot reconnect within 5 minutes, their segment moves to the Q&A close, answered by Dana Ferris where possible.

If registrant count drops below 30 at go-live

This has not happened for this program, but the fallback is: run the session as planned for the registrants present, and separately, Talia Brooks schedules a second live date within 2 weeks rather than converting immediately to on-demand only, since live ABM sessions convert better than recordings for this list.

After the session

Follow-up	Owner	Target
Attendee thank-you email with recording and resource link	Talia Brooks	Within 4 hours of the session
No-show email with on-demand link	Talia Brooks	Within 24 hours
Hot lead list, accounts who asked questions or stayed past 40 minutes	Talia Brooks to Bayview business banking sales	Within 24 hours
Post-event report with attendance and engagement by ABM tier	Talia Brooks	Within 3 business days

How to use this template

Duplicate this page per webinar. Fill the run of show and backup plans at least 3 business days before the session; if a required value is missing, show Needs review rather than leaving a cue unassigned.

Variable	Meaning	Required
`{{webinar.title}}`	Webinar name shown to registrants	Required
`{{event.date_time}}`	Date and time, with time zone	Required
`{{runofshow.segments}}`	Minute-by-minute segments with owner and cue	Required
`{{speakers.roles}}`	Host, producer and speakers with roles	Required
`{{backup.platform_plan}}`	What happens if the primary platform fails	Required
`{{followup.tasks}}`	Post-event follow-up tasks with owners and deadlines	Required
`{{abm.target_list}}`	ABM tier or target account list this session serves	Optional

Assign every cue in the minute-by-minute table to a named person before the tech check; an unassigned cue is a live-show risk, not a detail to fix later.