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Webcast

Overview

There are four types of GitLab-hosted webcasts and workshops using the Zoom webcast license and BrightTALK, with differing DRIs depending on the webcast goal and owner.

Campaign Webcasts

Campaign webcasts are managed, moderated, and executed by the Campaigns Team in BrightTALK, focusing on use case, competitive, and other overarching campaign messaging.

Submitting a campaign webcast idea

Create a webcast idea issue in the campaigns project.

Organizing campaign webcast epics and issues

View the webcast workback timeline GANTT here

> Naming convention: [Webcast Title] - [3-letter Month] [Date], [Year]
> Start Date = date epic opened, Due Date = webcast date

## [GANTT >>]() - [owner to copy from this template](https://docs.google.com/spreadsheets/d/1A4c2OodEAsOlN4Ek-rBiLlwkdF0AvX5YBiY4mhkZd-M/edit#gid=666473040)

## [Landing Page >>]() - `to be added when live`

#### :key: Key Details
* **Webcast DRI:** 
* **Speaker(s) and Moderator:** 
* **Official Webcast Name:** 
* **Official Webcast Date:** 
* **Sales Segment:** `Large, Mid-Market, or SMB`
* **Sales Region:** `AMER, EMEA, APAC`
* **Sales Territory (if specific):** 
* **Goal:** `Please be specific on the KPI this is meant to impact. For example, drive MQLs against named account list, increase velocity of MQLs > SAOs, increase velocity of early stage opps to close.`
* [landing page copy]() - `doc to be added by Marketing Programs` ([clone the template here](https://docs.google.com/document/d/1xHnLKPCaXrpEe1ccRh_7-IqgNbAlzQsZVc-wr1W4ng8/edit#))
* [ ] [main salesforce campaign]()
* [ ] [main marketo program]()

## :books: Issue creation

<details>
<summary>Expand below for checkboxes of issues to be created, use the GANTT to calculate the due dates.</summary>

* [ ] Zoom license date request issue created
* [ ] Secure presenters and schedule dry runs issue created
* [ ] Facilitate tracking issue
* [ ] Landing page issue created
* [ ] Optional: New design assets issue created for the design team
* [ ] Invitation and reminder issue created
* [ ] Organic social issue created for social media manager
* [ ] Paid Ads issue created for DMP
* [ ] PathFactory request issue created
* [ ] Follow up email issue created
* [ ] Add to nurture stream issue created
* [ ] Host dry run issue created
* [ ] Prepare for webcast isue created
* [ ] On-demand switch issue created
</details>

/label ~mktg-demandgen ~dg-campaigns ~"Webcast - GitLab Hosted" ~"Webcast" ~"mktg-status::wip"

Partner Webcasts

Partner webcasts are managed and moderated by Partner Marketing, working closely with partner counterparts, with techincal setup (Marketo, SFDC, BrightTALK) by Campaign Managers.

Checking BrightTALK webcast calendar for partner webcast dates

Create a webcast date request issue in the campaigns project.

Organizing GitLab-Hosted Partner Webcast Epics and Issues

View the webcast workback timeline GANTT here

> Naming convention: [Webcast Title] - [3-letter Month] [Date], [Year]
> Start Date = date epic opened, Due Date = webcast date

## [GANTT >>]() - [owner to copy from this template](https://docs.google.com/spreadsheets/d/1A4c2OodEAsOlN4Ek-rBiLlwkdF0AvX5YBiY4mhkZd-M/edit#gid=1597899784)

## [Landing Page >>]() - `to be added when live`

#### :key: Key Details
* **Webcast DRI:** 
* **Speaker(s) and Moderator:** 
* **Official Webcast Name:** 
* **Official Webcast Date:** 
* [landing page copy]() - `doc to be added by Partner Marketing` ([clone the template here](https://docs.google.com/document/d/1xHnLKPCaXrpEe1ccRh_7-IqgNbAlzQsZVc-wr1W4ng8/edit#))
* [ ] [main salesforce campaign]()
* [ ] [main marketo program]()
* [ ] Sharing leads with our partner (check box if yes) - campaign manager to use *Form 2432: Partners*

/label ~"Partner Marketing" ~"Marketing Programs" ~"Webcast - GitLab Hosted" ~"Webcast" ~"mktg-status::wip" ~mktg-demandgen

Organizing Partner-Hosted Partner Webcast Epics and Issues

View the webcast workback timeline GANTT here

## [Main Issue](https://gitlab.com/gitlab-com/marketing/partner-marketing/-/issues/new#)

## [Gantt](https://docs.google.com/spreadsheets/d/1A4c2OodEAsOlN4Ek-rBiLlwkdF0AvX5YBiY4mhkZd-M/edit#gid=721694465)

## [Landing Page](tbd)

#### :key: Key Details
* **Webcast DRI:**  
* **Speaker(s) and Moderator:** 
* **Sales Segment:** `Large, Mid-Market, or SMB`
* **Sales Region:** `AMER, EMEA, APAC`
* **Sales Territory (if specific):** 
* **Goal:** `Please be specific on the KPI this is meant to impact. For example, drive MQLs against named account list, increase velocity of MQLs > SAOs, increase velocity of early stage opps to close.`
* **Event Name:** 
* **Event Date:** 

* [ ] [main SFDC campaign](tbd)
* [ ] [main Marketo program](tbd)

## :books: Issue Created and Linked to Epic

* [ ] Main Partner Marketing issue created and linked to Epic (https://gitlab.com/gitlab-com/marketing/partner-marketing/-/issues/new#)
* [ ] Lead list upload issue created and linked to Epic (https://gitlab.com/gitlab-com/marketing/marketing-operations/-/issues/new?issue%5Bassignee_id%5D=&issue%5Bmilestone_id%5D=#)
* [ ] Facilitate tracking issue created and linked to Epic (https://gitlab.com/gitlab-com/marketing/demand-generation/campaigns/-/issues/new?issuable_template=request-program-tracking)
* [ ] Add to nurture stream issue created and liked to Epic (https://gitlab.com/gitlab-com/marketing/demand-generation/campaigns/-/issues/new?issuable_template=request-add-nurture)
* [ ] Organic social issue created and linked to Epic (https://gitlab.com/gitlab-com/marketing/corporate_marketing/corporate-marketing/-/issues/new?issuable_template=social-general-request)

Partner webcast tactical execution steps

(Typically we host 2 webcasts per month with GitLab Partners)

Step 1: Creating a GitLab webcast

Step 2: Pre-webcast work

Step 3: Executing the webcast

Step 4: Post-event follow up

Step 5: Reporting

Buyer Progression Webcasts

Buyer Progression Webcasts are managed and moderated by Field Marketing, with partial technical setup (landing page/invites) by Campaign Managers.

For details regarding Buyer Progression Webcasts, please visit the Field Marketing Page.

Virtual Workshops

Virtual Workshops are managed and moderated by Field Marketing, working closely with Solution Architects and other GitLab team members, with partial technical setup by Campaign Managers.

For details regarding Virtual Workshops, please visit the Field Marketing Page.

Best Practices

Marketing Programs to review and update against "general virtual events best practices" page

  1. Give yourself at least 30 business days of promotion.
  2. Send invitation emails 2 weeks out, 1 week out, and if needed 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 the day before, and one hour before the event.
  5. Host webcasts on a Wednesday or Thursday, see note below about scheduling.
  6. Post links to additional, related resources during the event.
  7. Include "contact us" information and a clear CTA at the end of the presentation.
  8. Video recording of webcast uploaded to YouTube within 24 hours as event occurred.
  9. Send the recording to all registrants, whether they attended or not within 48 hours post webcast.
  10. Review Zoom's guide on in person chat which explains the various ways you can utilize the chat feature.

Review GitLab's general virtual events best practices for additional suggestions on how to make your virtual event a success.

Speaker Approval

Marketing Programs sometimes depend 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 guideline when asking a subject matter expert to participate on a webcast.

  1. Have a high-level 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

Adding your webcasts into the calendar

BrightTALK Calendar The Campaigns Team manages the (COMING SOON) BrightTALK webcast calendar, which will be used to log all planned and scheduled BrightTALK hosted webcasts and their related dry runs. The purpose of the webcast calendar is to avoid scheduling overlapping webcasts when using the single license and to provide executive visibility into all webcasts being hosted.

Zoom Calendar The Field Marketing team manages the zoom webcast license calendar, which will be used to log all planned and scheduled Field Marketing hosted webcasts/workshops and their related dry runs. The purpose of the webcast calendar is to ensure Field Marketers don't schedule overlapping webcasts when using the shared webcast license and to provide executive visibility into all webcasts being hosted.

Anyone desiring to reserve the zoom license for a webcast must submit a Zoom license date request - please note that speakers must be secured and all details in the issue must be provided or the request will be rejected.

Planned webcasts:

  1. As soon as an issue is created for a webcast request, add the planned webcast to the webcast calendar by creating an event on the day you plan to host the webcast. For webcasts that are still in planning, use the following naming convention [Hold WC Hosted] Webcast title (e.g: [Hold WC Hosted] Mastering CI) and create it as an all-day event (no time slot selected). Make sure to also include the link to the issue in the calendar description.
  2. Please also add the planned webcast to the FY21 webcast planning issue. When adding to the issue, please use :asterisk: emoji prior to the webcast name to indicate this is still in planning.

Confirmed webcasts:

  1. Once the date/time of the webcast has been confirmed, go to your calendar event and remove Hold from the event title [WC Hosted] Webcast title (e.g: [WC Hosted] Mastering CI). Specify the time on the calendar event and swap the issue link in the calendar description with the Epic link. Note: In the spirit of efficiency, please be sure to add all presenters (internal GitLabbers and external speakers), the epic or issue (if you have one) and your Zoom invite info to the calendar invite so you're not having to create multiple calendar invites.
  2. On the FY21 webcast planning issue, please also update the webcast as confirmed by switching out the :asterisk: emoji with :white_check_mark: emoji.
  3. Make sure to also add dry runs to the webcast calendar. When creating the webcast dry run event(s), please use the following naming convention [DR WC Hosted] Webcast title (e.g: [DR WC Hosted] Mastering CI) and specify the date/time on the calendar event.

LIVE webcast registration and tracking - Zoom

Step 1: Configure Zoom

Note: The webcasts@ zoom license can only be used for a single session at a time. This license is used for all field-marketing-run internally hosted webcasts. Therefore, when a webcast is requested please confirm there is not going to be a conflict between the pre-scheduled sessions - both live and dry-run - using that license by checking the webcast gcal. Schedule no less than 30min between sessions (before & after) so there is less chance of conflict and allows for a buffer.

  1. LOGIN: log into Zoom, go to the Webinars tab then click “Schedule a webinar”.
  2. TEMPLATE: make sure to select “TEMPLATE” in the "use a template" section.
  3. TOPIC: add the topic as follows “Webcast title - Month DD, YYYY - HH:MM am/pm PT/HH:MM am/pm UTC” (for example: Debunking Serverless security myths - October 21, 2019 - 8:30 am PT/3:30 pm UTC).
  4. DESCRIPTION: add a sentence to describe what the webcast is about at a high-level.
  5. WHEN: add the webcast date and time.
  6. DURATION: add how long the webcast will be PLUS 45 minutes. You must include an additional 45 minutes for the prep call before the event plus padding for running over, otherwise the Launchpoint integration will fail. Keep the start time as the actual time attendees should join, but increase the duration. For example, if your webcast is from 9:00am-10:00am PT, enter start time of 9:00am, but a duration of 1 hour and 45 minutes.
  7. TIMEZONE: select the correct timezone for your webcast.
  8. DO NOT change all the other settings that are prepopulated by the template.
  9. ALTERNATIVE HOSTS: add webcast DRI, internal speaker(s), and Q&A resource as alternative hosts.
  10. PANELISTS: add external GitLab speakers as panelists by following the video instructions below.

Adding alt-host and panelist to a webcast

  1. Optional EMAILS: If applicable, 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. There is a longer term plan to send confirmation emails from Marketo, but until integration are fully set up to do so, we will continue 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.
  2. Optional HEADER IMAGE: If applicable, click on branding and update the header.
  3. Optional POLLING: If applicable, add polling questions to the webcast by following the instructions in the video below. Note there is a character limit on poll answer options of 40 characters.
  4. WATCH ATTENDEE MAX: In advance of the webcast going live, if you notice that the number of attendees may go over our current max listed here for Zoom Webcast, please open an access request for IT Ops, as IT Ops owns the operations of Zoom.

Adding poll questions to a webcast

Step 2: Set up the webcast in Marketo/SFDC, and integrate to Zoom

Create program in Marketo - Zoom

  1. Create the webcast program in Marketo by navigating to either the Webcast program template or the correct template from Workshop program templates folder
  2. Right-click the appropriate template, and select "clone"
  3. Next to "Clone To", choose A campaign folder.
  4. For "Name", add the MKTO program name (this is also the SFDC campaign name). Use the following format: YYYYMMDD_{Webcast Title}_[Region - only if applicable]. For example, 20170418_MovingToGit.
  5. Under "Folder", choose the appropriate quarter within the GitLab-Hosted Campaign Webcasts or GitLab-Hosted Workshops folders.
  6. Click "Create" (note - you will create the SFDC campaign from Marketo in the next step!)

Connect the Marketo program to Zoom via launchpoint integration

  1. In the Marketo program Summary view, you will see Event Partner: with a link that says "not set".
  2. Click on "not set"
  3. In the Event Partner drop down, select Zoom and in the Login drop down, select Zoom Webcast.
  4. In the Event drop-down, select the name of the Zoom webcast you set up in Step 1: Configure Zoom

Create campaign in Salesforce - Zoom

  1. In the Marketo program Summary view, you will see Salesforce Campaign Sync: with a link that says "not set".
  2. Click on "not set"
  3. Where it says "None", click the drop-down and choose "Create New"
  4. The Marketo program name will auto-fill for the name (for consistency across both systems)
  5. In the "Description", add a link to the epic
  6. Click "Save"
  7. NOW you will navigate to the Campaign in SFDC to do a quick review - Shortcut to Campaigns
  8. Click into the SFDC campaign
  9. Change the campaign owner to the webcast DRI
  10. Change the status to in progress
  11. Edit the Enable Bizible Touchpoints field to Include only "Responded" Campaign Members
  12. Edit the Budgeted Cost (required) to cost of webcast, or "1" if there is no cost associated
  13. Click save

Step 3.A: Update Marketo Tokens

Buckle up! There are a lot of tokens, but for good reason. This is an advanced practice and best practice within Marketo templates to increase efficiency and speed. Updating these at the top level of the program allows them to cascade through the landing page, emails, automation, and alerts creating a significantly more efficient process of launching new webcasts.

Step 3.B: Turn on smart campaigns in Marketo

Step 3.C: Create the landing page

Adjusting number of speakers in Marketo landing page

Less Speakers The speaker module is controlled in the Marketo landing page module. The template is initially set up to support three speakers (note: this is supported in both the My Tokens and the landing page template). If there are less speakers, follow the instructions below:

  1. Right click on the Registration Landing Page and click Edit Draft
  2. Double click on the Speaker section
  3. Click HTML on the toolbar
  4. Remove the code below for each speaker you need to remove
<div><br /></div>
<ul>
<li>{{my.speaker3ImageURL}}</li>
<li>{{my.speaker3Name}}</li>
<li>{{my.speaker3JobTitle}}</li>
<li>{{my.speaker3Company}}</li>
</ul>

Less Speakers The speaker module is controlled in the Marketo landing page module. The template is initially set up to support three speakers (note: this is supported in both the My Tokens and the landing page template). If there are less speakers, follow the instructions below:

  1. Right click on the Registration Landing Page and click Edit Draft
  2. Double click on the Speaker section
  3. Click HTML on the toolbar
  4. Remove the code below for each speaker you need to remove
<div><br /></div>
<ul>
<li>{{my.speaker3ImageURL}}</li>
<li>{{my.speaker3Name}}</li>
<li>{{my.speaker3JobTitle}}</li>
<li>{{my.speaker3Company}}</li>
</ul>

If additional assistance is required, please comment in the #marketing_programs slack for assistance if needed.

Multiple timeslot webcast - Zoom

:exclamation: Note from @jgragnola: let's see if we can simplify and remove the "multiple timeslot webcast" section so that there is just instruction on updating the form (or create a new program template in Marketo)

Expand for existing instruction on multiple timeslot webcasts *Note: The Marketo and Zoom launchpoint integration does not currently support recurring webinars. You must set up a unique Marketo program and unique Zoom webinar program for each session. Despite this limitation, the set up below allows you to streamline the registration process for our target audience by setting up a single landing page with forms configured for multiple date/time options (step 7) to route registrations to the appropriate webcast programs in Marketo/Zoom.* 1. In Marketo to customize the multi-timeslot webcast form. - Go to the design studio and select `FORM 1419: Webcast_MultipleTimeSlots`. - In `Choose preferred time` field, click `Values`>`Advanced Editor` . - Specify the webcast date/time options and their subsequent unique server values. The server values will be stored in the `Event Date Code` field and used to add registrants to the appropriate Marketo programs you will create in steps 2-6 below. **`Repeat steps 2 - 7 for each webcast date/time slots:`** 2. Create the webcast programs in Marketo by cloning the [Webcast program template](https://app-ab13.marketo.com/#ME5512A1) for each date/time option. * Select clone to `A campaign folder`. * Title the webcast in the following format: YYYYMMDD_{Webcast Title}_[Region - only if applicable]. For example, 20170418_MovingToGit. * Save to the appropriate quarter folder within the `GitLab Webcasts` folder. Tip: you may want to create a new folder within the quarter’s folder to group all the recurring webcasts in 1 place. * Click salesforce campaign sync and select create new to create campaign in SFDC. Make sure to put the landing page url and also the link to the epic in the description. 3. Connect the Marketo program to Zoom via Launchpoint integration - In the Marketo program, click `Event Partner`. - In the Event Partner drop down, select `Zoom` and in the Login drop down, select `Zoom Webcast`. - In the Event drop-down, select the name of the corresponding Zoom webcast you set up in step 1. 4. Update `My Tokens` at the webcast program level. * Update the `{{my.email header alt}}` token with the webcast title. * Update the `{{my.email header image url}}` with the image url in marketo design studio. * Update the `{{my.landingPageUrl}}` token with the webcast landing page url. * Update the `{{my.utm}}` token by appending the integrated campaign utm or Marketo program name (if webcast is not part of an integrated campaign) to the utm campaign token. * Skip updating the `{{my.ondemandUrl}}` token for now (until the LIVE webcast has been completed). * Update the `{{my.webcastDate}}` token with the webcast LIVE date. * Update the `{{my.webcastTime}}` token with the webcast time in local timezone/UTC timezone. * Update the `{{my.webcastTitle}}` token with the webcast title. 5. Configure the webcast follow up emails. * Click the `Assets` folder nested within your webcast program * Update `Outbound -attendees` and `Outbound -no shows` emails with relevant follow up copies relevant to the webcast. * Approve copy and send samples to the requestor, and the presenter (if different from requestor). 6. Turn on smart campaigns in Marketo. * Activate the `Interesting Moments` campaign. * In the `01b Registration Flow (Multi-timeslot)` smart campaign, modify the referrer link with the webcast landing page url without the https (e.g: `about.gitlab.com/webcast/securing-serverless/`). Add the appropriate `Event Date Code(s)` based on the unique server values outlined in step 1. Activate the smart campaign.

Webcast invitation - Zoom

:exclamation: Note from @jgragnola: we are working on further templatizing these invitations so that copy changes are not needed and tokens take care of these emails. (issue)

  1. Update emails invitation 1 - 2 weeks prior, invitation 2 - 1 week prior , and if needed invitation 3 - Day before with relevant copies related to the webcast. Note: We normally use the same copy for all 3 emails and simply tweaked the templated subject lines to sound more like “Reminders”.
  2. Approve copy and send samples to the requestor, and the presenter (if different from requestor).
  3. Go to the List folder and edit the Target List smart list and input the names of past similar programs and applicable program statuses to the Member of program filter. This will make sure people that have attended programs with similar topics in the past are included in the invite.
  4. Once you get approval on the sample email copy, schedule the email programs outlined in step 1.

Step 4: Add the webcast to the /events page

Step 5: Test your set up

  1. Submit a test lead using your gitlab email on the LIVE landing page to make sure the registration is tracked appropriately in the Marketo program and you get a confirmation email from zoom.

Post LIVE webcast - Zoom

Converting the webcast to an On-Demand gated asset - Zoom

Please Note: Workshops are not converted to on-demand assets.

🤩 NEW! In Marketo:

  1. Youtube: Upload the recording to our main GitLab channel
    • Fill in the title with the webcast title matching the Marketo token ({{my.webcastTitle}})
    • Fill in the description with the short description matching the Marketo tokens ({{my.contentDescription}})
    • Make sure the video is set as Unlisted so only people with the URL to the video can find it
  2. Youtube: Once the recording has been uploaded, copy the video link on the right
  3. Pathfactory: Login to PathFactory and add the copied youtube link to Pathfactory as new content by following the instructions outlined here.
  4. Marketo: Login to Marketo and create the listening campaign in Marketo by cloning this program template.
    • In the PF - Listening (Triggered) smart campaign nested to the program, modify the PathFactory Content Journey filter to reflect your asset's Pathfactory custom url slug in the following format [your assets custom url slug]
    • Activate the smart campaign and then set up the Salesforce campaign sync for the listening campaign.
  5. Salesforce: Login to Salesforce and find the subsequent SFDC campaign for the listening campaign.
    • Add the subsequent webcast campaign to the Parent Campaign field.
    • Set the Enable Bizible Touchpoints field to Include only "Responded" Campaign Members.
  6. Marketo: Navigate to the webcast program and update the following My Tokens
    • Update the formButtonCopy token to be Watch now
    • Update the formHeaderCopy token to be Watch the webcast today
    • Update the ondemandUrl token with the Pathfactory link
      • This URL should not contain https:// (it should begin with learn.gitlab.com/)
      • This URL should not contain any ? question marks (if it does, you did not update the custom URL slug) - WATCH THE EXPLAINER VIDEO
      • This URL should not contain the Pathfactory tracking parameter lb_email= (this is already incorporated into all assets of the Marketo program template)
  7. Marketo: In the Marketo program, right click on the "Registration Page" and choose Edit Draft
    • On the right side rail, under "Elements" right click on the "Form Custom" element and choose Edit
    • The form should currently be set to the Webcast form (FORM 1592: webcast or relevant localized form) - you will change this to be FORM 2076: On-demand Webcast
    • Change the "Follow-up Type" to be Landing Page
    • Change the "Follow-up Page" to be the thank you page in your program (begin to type in the Marketo program name and select your thank you page)
  8. Marketo: Send sample of the "On-demand Autoresponder" email to your inbox
    • Right click on the email and choose Send Sample
    • Under "Person" begin to type in your test lead email address. This will pull in the email address to review that the tracking is working properly in your email.
    • For "Send To:" choose your email address (or type next to the * asterisk)
  9. Your Inbox: Review the sample email in your inbox
    • Check all email copy
    • Click all links and confirm they are not broken
    • Click the Watch now CTA and confirm that your email address is in the URL displayed (this happens quickly and disappears in the URL, so watch carefully!)
    • :thumbs-up: If all of the above apply, move on to activating the smart campaigns!
  10. Marketo: Update the smart campaigns (activate and deactivate)
    • Under "Schedule" on the 01a Registration Flow (single timeslot) or 01b Registration Flow (Multi-timeslot) smart campiagn, click Deactivate once the webcast has completed.
    • Under "Schedule" on the 04 Viewed On Demand smart campiagn, click Activate.
  11. (Optional: Only if applicable/requested to add webcast leads to nurture) Click the Add to Engagement Program Nurture smart campaign, select the appropriate Engagement Program/Stream in the flow step. Run once.

Test your follow up emails and set to send - Zoom

Note: do not schedule the emails until you have completed the "on demand switch" process (and there is a Pathfactory URL ready to be used)

Rescheduling a webcast - Zoom

In the event you need to change the date of your webcast, please follow the steps outlined below.

  1. Update the date/time of the webcast on the webcast calendar and resend invites to all panelists.
  2. In the Field/Corporate Marketing issue, Field/Corporate DRI to ping the GL Accountant (@gggonzalez) with the old campaign tag to be removed from Netsuite and the new campaign tag to be added in Netsuite.
  3. Update the webcast date on the FY21 webcast planning issue.
  4. Update the webcast epic and subsequent issues so the new date is reflected on the title and issue due dates are updated based on the new timeline. Field/Corporate DRI make sure to change the date in the Field/Corporate Marketing issue and adjust date in the Budget Document.
  5. Leave a comment on the epic stating the event has been rescheduled and tag all internal panelists and hosts.
  6. If webcast is on the Events Page, submit MR to change the date.
  7. Go to marketo, send a webcast reschedule email to all registrants, telling them they will be receiving a new email with the new join link from zoom shortly (this will be covered in step 11). See example reschedule email here.
  8. Create a new zoom program with the new webcast date/time following the steps outlined in the section above.
  9. Create a new marketo program with the new webcast date/time following the steps outlined in the section above minus the create new campaign in SFDC step since we will be syncing to the existing SFDC program in a later step (step 14).
  10. Move the landing page from the Marketo program with old webcast date/time to the newly created marketo program with new webcast date/time.
  11. Move the registrants from the Marketo program with old webcast date/time to the newly created marketo program with new webcast date/time by running a one time bulk update on the (Optional: for rescheduled webcast only) Import registrants from old program smart campaign. Doing this will also re-trigger the confirmation email to existing registrants.
  12. Remove the SFDC campaign sync on the Marketo program with old webcast date/time by clicking salesforce campaign sync and selecting None.
  13. Go to SFDC. change the ISO date in the SFDC Campaign name for the webcast to the new date. Update the campaign start date to 30 days prior to the new date, and the end date to 60 days after the new date.
  14. Go back to Marketo. Sync the SFDC campaign to the Marketo program with new webcast date/time by clicking salesforce campaign sync and selecting the name of the SFDC campaign.
  15. Delete the Marketo program with the Marketo program with the old webcast date/time.
  16. Go to Zoom, delete the Zoom program with the old webcast date/time and make sure to uncheck send webinar cancellation email to panelists and registrants.

Canceling a webcast - Zoom

In the event you need to cancel your webcast, please follow the steps outlined below.

  1. Remove the webcast from the webcast calendar and the FY21 webcast planning issue.
  2. Add [Cancelled] to the webcast epic and subsequent issues title then close it out. Field/Corporate DRI make sure to add [Cancelled] to the Field/Corporate issue title and close out.
  3. Leave a comment on the epic stating the event has been canceled and tag all internal panelists and hosts.
  4. Field/Corporate DRI to cancel the line item on the Budget Document.
  5. If webcast is on the Events Page, submit MR to remove.
  6. Go to the Marketo program, configure and send a webcast cancellation email to all registrants. To be added: example cancellation email.
  7. In the Marketo program, deactivate all active smart campaigns and append [Cancelled] to the program name.
  8. Go to Salesforce, append [Cancelled] to the SFDC campaign name.
  9. Go to Zoom, delete the webcast program from Zoom and make sure to uncheck send webinar cancellation email to panelists and registrants since this is already covered in step 4.

LIVE webcast registration and tracking - BrightTALK

Create program in Marketo - BrightTALK

  1. Create the webcast program in Marketo by navigating to the Webcast program template for BrightTalk
  2. Right-click and select "clone"
  3. Next to "Clone To", choose A campaign folder.
  4. For "Name", add the MKTO program name (this is also the SFDC campaign name). Use the following format: YYYYMMDD_{Webcast Title}_[Region - only if applicable]. For example, 20170418_MovingToGit.
  5. Under "Folder", choose the appropriate quarter within the GitLab-Hosted Campaign Webcasts folder.
  6. Click "Create" (note - you will create the SFDC campaign from Marketo in the next step!)

Create campaign in Salesforce - BrightTALK

  1. In the Marketo program Summary view, you will see Salesforce Campaign Sync: with a link that says "not set".
  2. Click on "not set"
  3. Where it says "None", click the drop-down and choose "Create New"
  4. The Marketo program name will auto-fill for the name (for consistency across both systems)
  5. In the "Description", add a link to the epic
  6. Click "Save"
  7. NOW you will navigate to the Campaign in SFDC to do a quick review - Shortcut to Campaigns
  8. Click into the SFDC campaign
  9. Change the campaign owner to the webcast DRI
  10. Change the status to in progress
  11. Edit the Enable Bizible Touchpoints field to Include only "Responded" Campaign Members
  12. Edit the Budgeted Cost (required) to cost of webcast, or "$1" if there is no cost associated
  13. Click save

Create webcast in BrightTALK

  1. LOGIN: log into BrightTALK, go into the Content tab, and select Add content, schedule a webinar.
  2. WEBCAST TITLE: Insert the title of the webcast (public facing)
  3. DESCRIPTION: Enter here a brief synopsis of the webcast. Keeping this description relevant to the content of the webcast will make it easier for viewers to search for it.
  4. PRESENTER: Enter the name(s) of the presenter(s) who will be delivering the webcasts. Role and company can be included also.
  5. DURATION: Add how long the webcast will be.
  6. START DATE: Select the date your live webcast will take place on.
  7. START TIME: Time your webcast will go live.
  8. TIMEZONE: The time zone you select here should be based on where your presenter intends to present from. This will determine the local dial-in number generated for your presenter. NOTE: This will NOT affect how your webcast is listed. Webcasts are always listed in your player and on BrightTALK in the local time of your viewers.
  9. TAG: Enter up to 10 terms that cover the topics and themes of your content - simply type each tag and click 'Add tag'. BrightTalk will suggest topics that are trending, but feel free to add any tag you believe is relevant - up to 34 characters per tag.
  10. IMAGE UPLOAD: This will be used for the click to play overlay and thumbnail. Upload JPG/PNG image file of size 640x360. File upload limit 1MB.

PUBLISHING

  1. Public/Private webcast: Select 'Public' to promote this webcast in your channel listing and via the BrightTALK email service. Select 'Practice (Private)' to run this webcast without it being promoted in your channel listing or via the BrightTALK email service. Only viewers with a direct link to the 'Practice (Private)' webcast will be able to view it.
  2. Campaign Reference: Insert name of the Marketo Campaign exactly as shown in Marketo. Once added here, any changes to the Marketo program name will BREAK the sync! If you have a date change for your webcast, just leave it as-is in Marketo if the sync has already been set up.
  3. Add to BrightTalk Communities: Control which BrightTALK communities to promote this webcast into by adding them below. The 'Primary community' you select will be the focus for promotional activities such as the BrightTALK email service.

Connect the Marketo program to BrightTALK

  1. Navigate to the Connectors Tab in BrightTALK Demand Central
  2. Click to Manage under the Marketo Account
  3. Navigate to Marketo Programs, find your program and select Connect
  4. Insert program name EXACTLY as it is spelled in marketo, and click Next. *CRITIACL NOTE: If you change the program name, the sync will break.
  5. Select how far back you want to sync data for, typically put in today's date. Click Next.
  6. You are now connected! The sync runs every hour.

Update tokens in Marketo program - BrightTALK

  1. There is no need to update ALL Tokens at this time, as all registration and emails are being sent from the BrightTALK platform. Update the following Tokens:
    • {{my.bullet1}} - bullet copy with approved character limits
    • {{my.bullet2}} - bullet copy with approved character limits
    • {{my.bullet3}} - bullet copy with approved character limits
    • {{my.bullet4}} - bullet copy with approved character limits
    • {{my.mpm owner email address}} - not used in automation, but helpful to know who to go to about setup
    • {{my.socialImage}} - image that would be presented in social, slack, etc. preview when the URL is shared, this image is provided by design/social, leave the default unless presented with webcast specific image.
    • REPEAT this for speaker 2 and 3. If there are more or less speakers, follow the instructions below at the end of the general webcast setup.
    • {{my.utm}} - UTM to track traffic to the proper campaign in reporting dashboards (append integrated campaign utm or program name, if webcast is not part of an integrated campaign, to the utm campaign token)
    • {{my.valueStatement}} token with the short value statement on what the viewer gains from the webcast, this ties into the follow up emails and must meet the max/min requirements of the character limit checker
    • {{my.webcastDate}} - the webcast LIVE date.
    • {{my.webcastDescription}} - 2-3 sentences with approved character limits, this will show up in page previews on social and be used in Youtube and Pathfactory description.
    • {{my.webcastSubtitle}} token with subtitle for the webcast.
    • {{my.webcastTime}} token with the webcast time in local timezone/UTC timezone.
    • {{my.webcastTitle}} token with the webcast title.

Activate smart campaigns in Marketo - BrightTALK

Webcast invitation - BrightTALK

:exclamation: Note from @jgragnola: we are working on further templatizing these invitations so that copy changes are not needed and tokens take care of these emails. (issue)

  1. Update emails invitation 1 - 2 weeks prior, invitation 2 - 1 week prior , and if needed invitation 3 - Day before with relevant copies related to the webcast. Note: We normally use the same copy for all 3 emails and simply tweaked the templated subject lines to sound more like “Reminders”.
  2. Approve copy and send samples to the requestor, and the presenter (if different from requestor).
  3. Go to the List folder and edit the Target List smart list and input the names of past similar programs and applicable program statuses to the Member of program filter. This will make sure people that have attended programs with similar topics in the past are included in the invite.
  4. Once you get approval on the sample email copy, schedule the email programs outlined in step 1.

Add the webcast to the /events/ and /resources/ pages - BrightTALK

Test your set up - BrightTALK

  1. Submit a test lead using your gitlab email on the LIVE landing page to make sure the registration is tracked appropriately in the Marketo program and you get a confirmation email from BrightTALK. It will take up to 2 hours to sync the regisration from BrightTalk to Marketo.

Switching Live > On-Demand - BrightTALK

BrightTALk will automatically convert the video to on-demand in the BrightTALK platform. The steps below allow us to further leverage the webcast in Pathfactory.

  1. Youtube: Upload the recording to our main GitLab channel
    • Fill in the title with the webcast title matching the Marketo token ({{my.webcastTitle}})
    • Fill in the description with the short description matching the Marketo tokens ({{my.contentDescription}})
    • Make sure the video is set as Unlisted so only people with the URL to the video can find it
  2. Youtube: Once the recording has been uploaded, copy the video link on the right
  3. Pathfactory: Login to PathFactory and add the copied youtube link to Pathfactory as new content by following the instructions outlined here.

Rescheduling a webcast - BrightTALK

In the event you need to change the date of your webcast, please follow the steps outlined below.

  1. DO NOT UPDATE THE PROGRAM NAME IN MARKETO - this will break the sync if it is already set up between Marketo and BrightTALK.
  2. Update the date/time of the webcast on the webcast calendar and resend invites to all panelists.
  3. Update the webcast epic and subsequent issues so the new date is reflected on the title and issue due dates are updated based on the new timeline.
  4. Leave a comment on the epic stating the event has been rescheduled and tag all internal panelists and hosts.
  5. Update on the events page and resources page.
  6. Update the date in BrightTALK - an email will automatically send from BrightTALK to the registrants.

Canceling a webcast - BrightTALK

In the event you need to cancel your webcast, please follow the steps outlined below.

  1. Remove the webcast from the BrightTALK calendar.
  2. Add [Cancelled] to the webcast epic and subsequent issues title then close it out.
  3. Leave a comment on the epic stating the event has been canceled and tag all internal panelists and hosts.
  4. If webcast is on the Events Page and Resources Page, remove in a new MR.
  5. Go into BrightTalk and Cancel.
  6. BrightTalk will automatically send an email to all registrants.
  7. In the Marketo program, deactivate all active smart campaigns and append [Cancelled] to the program name. NOTE: once you do this, the sync between Marketo and BrightTALK will be broken and there is no reverese.
  8. Go to Salesforce, append [Cancelled] to the SFDC campaign name.
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