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LFPH Webinar Guidelines

Overview

LFPH webinars are hosted by maintainers, members, and staff and provide an opportunity to share their progress with the LFPH community. Webinars are hosted on Zoom and the recordings are posted to the LFPH YouTube channel. You can view past webinars at https://www.lfph.io/webinars.

English language webinars are scheduled approximately once a month on a Tuesday, Wednesday, or Thursday in the morning.

We have outlined content guidelines and timelines below. Webinars that do not meet the requirements may be cancelled. If the webinar is cancelled due to not meeting these guidelines, the member will not be allowed to schedule a webinar in the subsequent webinar period. That is, premier and general members may not schedule a webinar in the upcoming quarter and silver members may not schedule a webinar in the upcoming 6 months.

Who can host a webinar

  • Premier members can host 1 webinar a quarter
  • General members can host 2 webinars a year.
  • Public health authority associate members and Academic or nonprofit associate members can host 1 webinar a year.
  • LFPH maintainers can host 2 webinars a year.
  • LFPH staff will host webinars on an as-needed basis.

Webinar content guidelines

  • These should be educational webinars, whether by presenting information about a general topic to our audience, hosting a debate, or having a discussion about an area of focus related to the work of LFPH. Potential areas of inspiration:
    • Why you decided to go with open source and what advantages you've seen from it
    • Lessons learned from collaborative development
    • Partnering with public health authorities
    • Different use cases based on the jurisdictions using your tool
    • Evaluation of the public health impact of a given intervention
  • No product pitches. It is okay to do a comparison of part of the landscape, but webinars should not be promotional.
  • Any platforms, tools, or technologies you are describing must be open source and work with LFPH.
  • Slides should be professional and follow presentation best practices. Feel free to reach out to LFPH staff if you have any questions about this.
  • Please do not read your slides.

Members can add a slide at the end of their webinar on where to get more information. Examples:

  • Share contact info of speaker - Twitter, Slack, email
  • Links to company websites (not the LFPH website)
  • Links to projects websites or Github
  • Can advertise if they are hiring and who to contact if interested
  • You may also share this text to be added to the website featuring your session at lfph.io/webinars.

LFPH will review the slide, as we do for the content for the webinar, to approve the content. If changes are needed, we will provide suggested changes.

Topic suggestions

  • Anyone is welcome to submit their webinar ideas or speaker suggestions by emailing [email protected].

Webinar Checklist

  • Email [email protected] to find a mutually agreeable date, time, and topic for your webinar to get it on the calendar.
  • 3 weeks before the webinar date: Provide your webinar information including the webinar abstract and speaker information.
    • Title, no more than 100 characters
    • Abstract
    • Speaker Information
      • Headshot
      • Title
      • Company
      • Bio
      • Email addresses for all speakers / panelists
    • Any social media handles to tag (we use Twitter, LinkedIn)
  • All deliverables should be sent to [email protected].
  • 1 weeks before the webinar date: Share your slides by emailing [email protected].

Please be aware of these timelines. We recommend you create a reminder to provide us this information by the due date. If we do not receive the information from you within the timelines outlined, your webinar may be cancelled.

Webinar Promotion & Prep Details

  • Upon receipt of the abstract and the webinar being set up in Zoom, the hosting company will receive a link to the webinar registration page. The hosting company should use that link to promote the webinar.
  • The webinar is added to the LFPH webinar page.
  • LFPH will promote the webinar via email, Twitter, and our newsletter.
  • Our most successful webinars are when the presenting company helps promote in addition to LFPH promotion. We are often able to double our attendance in these cases.
  • We are unable to share the registrant list with presenting teams.

Webinar Moderator

  • LFPH will provide a moderator for the webinar. The moderator is an LFPH staff member.
  • The moderator is responsible for covering the housekeeping items and helping the presenter manage the Q&A.

Webinar: Day-Of Details

  • Webinar Prep: ½ hour before the webinar starts. Soundcheck, webinar slides, moderation of the Q&A.
  • Live Webinar: Starts at the top of the hour
  • Typical timing of the webinar - approximately 5 minute introduction, 20-25 minute presentation, 15-20 minutes of Q&A
  • LFPH staff will help moderate (introduction, feeding questions to the presenter)
  • LFPH staff needs to press the "Live on Custom Live Streaming Service" button under the "more" menu to livestream the event

Code of Conduct and Antitrust Policy

This text needs to be posted to the chat at the beginning of every meeting:

This meeting is governed by the LFPH Code of Conduct (https://github.com/lfph/foundation/blob/main/code-of-conduct.md) and the Linux Foundation's Antitrust Policy (https://www.linuxfoundation.org/antitrust-policy/).

LFPH does not provide a copy of the webinar recording for individual company use, but the recording will be available on YouTube and the LFPH website.

Please note: We are unable to share the list of leads or include any promotions with the intention of driving leads due to the Linux Foundation's privacy policy.

For LFPH Staff - Important Tips, Tricks, & To-Dos

  • For details on setting up the webinar in Zoom, head over to the LF Confluence page.
  • When adding the webinar to wordpress, you need to convert the link to a shortlink (such as bit.ly). The link that you get via Zoom email does not work with our plugin and will lead to an error.
  • After the webinar is complete, upload the video to YouTube and add the link to Wordpress so it will appear on our website. We try to get this done within 24 hours of the event end.
  • Please also add the video to socialbee as a recurring content piece so that it gets re-circulated over time.

Marketing Webinars

  • Schedule tweets
  • Add to LinkedIn events page
  • Include in newsletter
  • Cross-post to Hyperledger Healthcare SIG
  • Consider YouTube Livestream (Instructions to set up)