| name | webinar-planning |
| description | Plan and produce educational webinars for clinical trial audiences including topic selection, speaker preparation, content outlines, promotion strategy, and follow-up sequences. |
Webinar Planning for Talosix EDC
Purpose
Plan and execute educational webinars that position Talosix as a thought leader in clinical trial EDC while generating qualified leads and nurturing existing prospects. Webinars are a primary content vehicle for the clinical trials industry where professionals expect substantive, educational content.
Webinar Types
1. Educational / Thought Leadership
- Focus: Industry trends, regulatory changes, best practices
- Talosix presence: Light — expert panelist or sponsor, not product demo
- Example: "Preparing for ICH E6(R3): What Changes for Data Capture"
- Lead quality: Top-of-funnel, high volume
- Duration: 45-60 minutes including Q&A
2. Product Demonstration
- Focus: Talosix platform capabilities, workflows, new features
- Talosix presence: Primary — product team presents
- Example: "Building a Complex Oncology eCRF in Talosix: Live Walkthrough"
- Lead quality: Mid-to-bottom funnel, high intent
- Duration: 30-45 minutes including Q&A
3. Customer Showcase
- Focus: Customer co-presents their experience and results
- Talosix presence: Moderate — co-host with customer speaker
- Example: "How [CRO Name] Reduced Study Build Time by 60% with Talosix"
- Lead quality: Bottom funnel, strong social proof
- Duration: 45 minutes including Q&A
4. Expert Panel
- Focus: Roundtable discussion on industry topic with multiple perspectives
- Talosix presence: Moderator/host + one panelist
- Example: "The Future of Decentralized Trials: CRO, Sponsor, and Site Perspectives"
- Lead quality: Top-of-funnel, broad reach, brand building
- Duration: 60 minutes
5. Workshop / Hands-On
- Focus: Interactive session, often with sandbox access
- Talosix presence: Primary — training/product team leads
- Example: "eCRF Design Workshop: CDASH-Compliant Forms in 90 Minutes"
- Lead quality: High intent, evaluators and existing customers
- Duration: 60-90 minutes
Topic Selection Framework
Selection Criteria
- Audience demand — What are prospects asking about? What content performs well?
- Search volume — Topics with organic search interest extend webinar shelf life as on-demand
- Talosix differentiation — Topics where our approach or capability is distinctive
- Timeliness — Regulatory updates, conference themes, industry news hooks
- Speaker availability — Do we have credible internal or external speakers?
- Sales alignment — Topics that address common objections or evaluation criteria
Topic Categories for Clinical Trial EDC
- Regulatory: ICH-GCP updates, 21 CFR Part 11 best practices, EU CTR implications
- Data Management: CDISC standards, edit check strategies, query management optimization
- Technology: EDC modernization, API integrations, decentralized trial tools
- Operations: Study build efficiency, site management, risk-based monitoring
- Trends: AI in clinical data, decentralized trials, patient-centric design, adaptive protocols
Speaker Preparation
Internal Speakers
- Preparation timeline: Begin 3 weeks before webinar
- Materials to prepare:
- Detailed outline with talking points (not a script — webinars should feel conversational)
- Slide deck following brand template
- 2-3 poll questions to engage audience
- Prepared answers for 5-10 likely Q&A questions
- Rehearsal: Full dry run 3-5 days before, with moderator, testing all technology
- Coaching notes: Speak to the audience's problems, not our features. Use stories and specific examples. Pause for emphasis.
External Speakers (Customers, KOLs, Partners)
- Recruitment: Approach 6-8 weeks before target date
- Provide: Topic brief, audience profile, time commitment, promotion plan
- Collect: Bio, headshot, title/affiliation, AV requirements, content preferences
- Review process: Review slides and key messages 2 weeks before; align on messaging without scripting
- Agreements: Speaker release form, recording consent, content usage rights
Moderator Role
- Introduce speakers and topic with energy and context
- Manage time across sections
- Bridge between presentations and Q&A
- Curate and prioritize audience questions
- Provide wrap-up summary and CTA
Content Outline Template
Title: [Webinar Title]
Date/Time: [Date] at [Time] ET
Duration: [X] minutes
Type: [Educational / Demo / Customer Showcase / Panel / Workshop]
Target Audience: [Primary segment]
Goal: [Lead gen / Nurture / Customer engagement / Brand awareness]
I. Introduction (5 min)
- Welcome and housekeeping
- Speaker introductions
- Agenda overview
- Poll #1: [Audience context question]
II. Section 1: [Problem/Context] (10-12 min)
- Industry challenge or trend
- Data or research supporting the topic
- Audience poll #2 or interactive element
III. Section 2: [Insights/Approach] (12-15 min)
- Best practices or framework
- Real-world examples
- Talosix perspective (educational, not pitch)
IV. Section 3: [Application/Demo/Case Study] (10-12 min)
- Practical application or live demonstration
- Customer example or results
- Audience poll #3
V. Q&A (10-15 min)
- Moderated questions from chat
- Pre-prepared questions as backup
VI. Wrap-Up (3 min)
- Key takeaway summary (3 bullet points)
- Resources and next steps
- CTA (demo, download, next webinar)
- Thank speakers and audience
Slide Content Guidelines
- Slide count: 20-30 slides for 45-minute webinar (pace: ~2 minutes per slide)
- Text per slide: Maximum 5 bullet points, 6-8 words each. Slides support the speaker, not replace them.
- Data slides: One key chart or metric per slide with clear takeaway in the title
- Brand consistency: Use Talosix slide template, brand colors, approved imagery
- Compliance: No unsubstantiated regulatory claims on slides. Cite sources for data.
- Accessibility: Minimum 24pt font, high contrast, describe visuals verbally
Promotion Strategy
Timeline
| Timing | Channel | Action |
|---|
| 4 weeks before | Website | Registration page live |
| 4 weeks before | Email | Announcement to full relevant list |
| 3 weeks before | Social | LinkedIn post + paid promotion |
| 3 weeks before | Partners | Co-promotion requests to speakers' networks |
| 2 weeks before | Email | Second send to non-openers |
| 2 weeks before | Social | Speaker spotlight posts |
| 1 week before | Email | Reminder to registrants + last call to list |
| 1 week before | Social | Countdown post, share agenda preview |
| 1 day before | Email | Final reminder to registrants with join link |
| Day of | Social | "Starting now" post with join link |
Registration Page Copy
- Headline: Benefit-focused title matching the webinar topic
- Description: 100-150 words covering what attendees will learn (use bullet points)
- Speaker bios: 50-75 words each with photo, title, credentials
- Details: Date, time (with timezone converter), duration, format
- Form fields: Name, email, company, role, "What question would you like addressed?"
- Social proof: "Join X+ clinical trial professionals" or past webinar stats
Follow-Up Sequences
Attendees (Watched Live)
| Email | Timing | Content |
|---|
| 1 | Same day | Thank you + recording link + slide deck PDF + key takeaways |
| 2 | Day 3 | Related resource (blog, white paper, case study) |
| 3 | Day 7 | CTA based on engagement: demo for high-intent, next webinar for nurture |
Registrants Who Did Not Attend
| Email | Timing | Content |
|---|
| 1 | Next day | "Sorry we missed you" + recording link |
| 2 | Day 5 | Key takeaway summary + related resource |
| 3 | Day 10 | CTA: demo or next webinar |
Non-Registrants (Engaged with Promo but Did Not Register)
| Email | Timing | Content |
|---|
| 1 | Day 2 | On-demand recording available + key stats from the session |
Success Metrics
- Registration target: 200-500 depending on topic and promotion
- Attendance rate: Target 40-50% of registrations
- Engagement: Poll participation >60%, Q&A questions submitted >10
- Content consumption: On-demand views within 30 days
- Lead progression: % of registrants who request demo within 30 days
- Pipeline influence: Opportunities created or influenced within 90 days
Output Deliverables
When planning a webinar, provide:
- Topic recommendation with justification
- Full content outline using template above
- Registration page copy
- Promotion email sequence (3 emails)
- Speaker prep brief with talking points
- Follow-up email sequence for attendees and no-shows
- 3 social media posts for promotion
