webinar-planning

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

1. Audience demand — What are prospects asking about? What content performs well?
2. Search volume — Topics with organic search interest extend webinar shelf life as on-demand
3. Talosix differentiation — Topics where our approach or capability is distinctive
4. Timeliness — Regulatory updates, conference themes, industry news hooks
5. Speaker availability — Do we have credible internal or external speakers?
6. 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:

1. Topic recommendation with justification
2. Full content outline using template above
3. Registration page copy
4. Promotion email sequence (3 emails)
5. Speaker prep brief with talking points
6. Follow-up email sequence for attendees and no-shows
7. 3 social media posts for promotion