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Webinars are one the greatest tools we have to communicate with our audience. GitLab webcasts aim to be informative, actionable, and interactive.

Best Practices

  1. Give yourself at least 15 days of promotion.
  2. Send invitation emails 3 weeks out, 2 weeks out, 1 week out, and 2 hours before event. Sample emails can be found here.
  3. Only send promotional emails Tuesday, Wednesday, or Thursday for optimal results.
  4. Send reminder emails to registrants 1 week out, day before, and one hour before the event.
  5. Host webcasts on a Wednesday or Thursday.
  6. Post links to additional, related resources during the event.
  7. Include "contact us" information at the end of the presentation.
  8. Send the recording to all registrants, whether they attended or not.
  9. Publish a post-webcast blog post capturing some key insights to encourage on-demand registrations.
  10. Add webcast to the GitLab resources page.

Speaker Approval

The Lead Generation team depends on GitLab's subject matter experts to deliver webcast presentations. However, we must ensure that when we ask a speaker to participate on a webcast that the work is approved. Please use the following process when asking someone outside of marketing to participate on a webcast.

  1. Have an abstract of the content prepared before asking for a presenter.
  2. Send the abstract to both the proposed speaker and their manager to review. A speaker is not considered booked unless they have approval from their manager.
  3. Address and resolve any concerns regarding the abstract.
  4. Once the manager approves and the speaker accepts, you can move forward with the webcast.

Tips for Speakers

Here are some basic tips to help ensure that you have a good experience preparing for and presenting on a webcast.

Before Committing

Ask us any questions you have about the time commitment etc. and what exactly our expectations are. Talk about it with your manager if you're on the fence about your availability, bandwidth, or interest. Make sure you're both on the same page. We want this to be a meaningful professional development exercise for you, not a favor to us that you're lukewarm about — if you feel that way, none of will be able to do our best job. We'll be honest with you, so please do the same for us.

Before the Dry Run

Select and set up your presentation space. Pick a spot with good wifi, and we recommend setting up an external mic for better audio quality, although this is optional. If you will be presenting from your home, alert your spouse/roommates of the time/date & ask them to be out of the house if necessary. Depending on your preferences and comfort level with public speaking, run through the script several times.

Before the Presentation

Try to get a good sleep the night before, and, if the presentation is in the morning, wake up early enough to run through your notes at least once. Review our Positioning FAQ, or keep the page handy in case you are asked in the Q&A about how GitLab compares to our competitors.

Logistical Set-up


Setting up the event in Marketo

  1. Create the webcast program in Marketo
    • Title the webcast in the following format: YYYYMMDD_{Webcast Title}. For example, 20170418_MovingToGit
    • Click salesforce campaign sync and select create new to create campaign in SFDC
  2. Update My Tokens at the webcast program level
    • DO NOT UPDATE THE apiKey or apiSecret. These should be the same for every webcast
    • Update the {{my.zoomWebinarId}} token with the webinar ID from the Zoom webcast created in step 1
  3. Turn on smart campaigns in Marketo
    • Activate the Zoom Attended campaign
    • Activate the Webcast_Registered campaign
    • Activate the Registered From Zoom campaign

Setting up event follow-up

  1. Update email attended and email no show with content provided by webcast project manager
  2. Approve and send samples to content [at] gitlab [dot] com
  3. Schedule email send within follow-up no show and follow-up attended smart campaigns


Setting up the webcast

  1. Create webcast in Zoom
    • Log in to Zoom, and select the webcast from the Webinars tab
    • Add webcast project manager as altnerative host and add webcast speakers as panelists
  2. Edit the confirmation and reminder emails under the email setting tab.
    • Make sure the registration confirmation email and the reminder emails are set to send from Zoom. As Zoom implements their more robust Marketo integration, we will send from Marketo, but for now we need to send from Zoom to ensure that the correct unique link is sent to registrants.
    • There is limited editing capabilities within Zoom. In the confirmation email you can add a snippet of text after the templatized body text and the footer of the email can be edited. In the reminder email, only the footer can be edited.
  3. Set up Marketo integration within Zoom
    • Scroll down and click on the Integration tab
    • Click Edit next to Generate Leads in Marketo
    • Turn on Send registration information to a Smart Campaign and select the Registered From Zoom smart campaign for the proper webcast program
    • Turn on Send attendee information to a Smart Campaign and select the Zoom Attended smart campaign for the proper webcast program
    • Select the ZoomWebinarOtherInfo custom object, check the following boxes, and select the corresponding Marketo Custom Object Fields:
      • Webinar ID
      • Webinar Topic
      • Q&A
      • Poll
  4. Edit the landing page to have the appropriate webcast description, date, time. Click on branding and update the header (optional)

Hosting the webinar

Add instructions on how to start the webinar in zoom, promote panelists, polling, etc.

Going Live on YouTube

We're happy to support teams who want to conduct meetings, brainstorms, demos etc. live on YouTube. This is a great way to practice our value of transparency and involve the community in work that often goes on "behind the scenes." A regular example of this is our live streamed kickoffs and retrospectives for each release.