This is a light-weight virtual event that can be hosted on any team member’s personal Zoom. This is recommended for smaller virtual events (200 attendees max) and allows you to break the audience into smaller groups during the event. Attendees are able to be interactive in this event type, having the option to share both audio/video if allowed by the host. We can track registration, but there is NO Marketo integration, which requires manual list upload to Marketo post-event. Please note the Self-Service option does not allow for registration to be capped. You can require approval, but Zoom doesn’t allow customization of the rejection email (and it isn’t clear if a rejection email is even sent). For Self-Service Virtual Events without Promotion, no Verticurl support is requested. For Self-Service Virtual Events with Promotion, Verticurl will provide support for 1-2 invitations, assist with list handoff, and a follow-up email send.
Field Marketers will work with the Customer Success teams, Product Marketing & Solution Engineers to build various types of Virtual Workshops, depending on the needs of the region. These Virtual Workshops are designed to accelerate pipeline and attract new customers to GitLab by providing a hands-on experience.
For more information regarding workshop capacities, please review these details.
Virtual Workshop Links
Note that Virtual Workshops involve two SLA options outlined below. Please make sure to provide your Zoom License Request within the SLA timeframe.
Existing Content Workshops (-32 business day SLA) - These workshops utilize the material from the current workshops that have already been created. For these workshops, you will be re-utilizing all the existing content with either no content changes or very minor content adjustments (example - change of title from Advanced CI/CD Workshop to Advanced CI/CD Workshop for the PubSec).
New Content Workshops (-45 business day SLA) - These workshops are brand new and involve creating all new content. Please visit this section below for more information.
This is a GitLab-hosted virtual event with Webcast type configuration in Zoom. This is the preferred setup for larger GitLab-hosted virtual events (up to 1,000 attendees) that requires registration due to the integration with Marketo for automated lead flow and event tracking. GitLab-hosted webcast type is a single room virtual event that allows multiple hosts. Attendees cannot share audio/video unless manually grated access.
Please note that all Buyer Progression Webcasts are considered webcasts with new content, which means they have a -45 business day SLA requirement. If you are considering a Buyer Progression Webcast, please make sure to provide your Zoom License Request within the SLA timeframe.
Please work with the Corporate Marketing Events team on planning these large scale events. This event type is only intended if you need more tracked attendees than is capable with Zoom and/or you need multiple simultaneous tracks. It also allows for a partner expo hall. The tool we have in place allows for a cleaner experience for the end user than switching between Zoom calls. It more mirrors a physical event experience with a keynote stage, tracks, expo halls and networking options.
For more information on Virtual Event type comparisons, promotion, Zoom capabilities, participant engagement, etc. please visit the Virtual Events page HERE.
When utiling our Zoom webcast license we can either provide manual captioning, or now with Zoom’s live transcription feature, we can also automatically provide captions. You will see a Live Transcript button at the bottom of your Zoom interface where this feature can be turned on at the beginning of your webinar.
Please Note:
For more details about Zoom closed captioning, please reference this Zoom article or submit any questions to the #it_help Slack channel.
When setting up a Zoom-based webcast, keep in mind that the Zoom to Marketo integration can be easily broken by changes to the date or time of the webcast, which includes going over the allotted time scheduled in Zoom. Zoom support has not specified if other changes will also break the integration, such as changing typos in the webcast name or the description, but it's believed those changes will not break the integration. Keeping this in mind, it is strongly encouraged to triple check every setting and, if necessary, have a second set of eyes on the Zoom webcast and Marketo program before completing the integration so we avoid breakages. Additionally, it is a requirement to schedule at least 45 minutes extra time on top of the desired time alottment in Zoom. This creates a buffer for webinars to go over the advertised scheduled time. Going over the total time of what is set in the Zoom webinar will also break the integration, so please wrap up webinars before the hard limit is reached to avoid problems, or, add an even larger buffer of time during setup.
If it is determined the time needs to be adjusted after the integration has been completed and there is a reasonable amount of time to make changes, please open an issue in the Marketing Ops project using the bug request template to have the webinar changed. A reasonable amount of time should be a minimum of 48 hours, with possibility of action 24 hours before the event, but not guaranteed. If there is not a reasonable amount of time to fix the backend of the webinar or it is apparent the webinar will certainly go over the hard time deadline set in Zoom, please ping MktgOps to turn off the interesting moments trigger within the campaign and create an issue for MktgOps to fix the registration post-event. While MktgOps can fix registration errors caused by going over the hard deadline, they cannot remove incorrectly attributed interesting moments.
If your date has changed for the event and have you already set up the integration, please follow these instructions for rescheduling a webcast.
DRI: FMM and FMC
NOTE: Please make sure your Webcast or Workshop date is confirmed before starting the below process. Moving a Webcast or Workshop date is extremely time-intensive once setup is complete.
The webcast 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.
Name of Webcast or [WS Hosted] Name of Workshop and Start-End Time/Time Zone of event (example - 9:00am - 12:00pm PST)Modify Event and Invite Others under Guest Permissions so invitees are not able to modify the event or add additional guests.DRI: FMC
Name of Webcast or [WS Dry Run] Name of Workshop and Start-End Time/Time Zone of dry run (example - 9:00am - 10:00am PST)Modify Event and Invite Others under Guest Permissions so invitees are not able to modify the event or add additional guests.The Zoom links provided to each staff participant for the webcast will be the same links utilized by each participant to log into the dry run. The dry run does not require a separate Zoom setup or different Zoom participant links. In the Zoom webcast license template we have enable practice session selected, which allows us to host a dry run before the actual webcast. You do not have to do anything additional to run the practice session.
This section focuses on best practices, timelines and logistical set up for a Field Marketing-run Buyer Progression Webcast.
DRI: FMM and FMC
> Naming convention: [Webcast Title] - [3-letter Month] [Date], [Year]
> Start Date = Date Epic Opened, Due Date = Webcast Date
## [Main Issue >>]()
## [Landing Page >>]() - `to be added when live`
#### :key: Key Details
* **FMM:**
* **FMC:**
* **Official Webcast Name:**
* **Official Webcast Date:**
* **Campaign Tag:**
* [ ] [Landing Page and Invite Copy]() - `Created by FMC when creating epic` ([clone the template here(https://docs.google.com/document/d/1j43mf7Lsq2AXoNwiygGAr_laiFzmokNCfMHi7KNLjuA/edit#heading=h.6vgpxnyb4dh1)
* [ ] [Dry Run & Day of Agenda]() - `Created by FMC when creating epic` ([clone the template here](https://docs.google.com/document/d/1uo6Hghm4cPqzAWjvPyIWSpNVn0ulYC4DcpAKCj4j5Pk/edit#heading=h.qv152nkfuvce))
* [ ] [Salesforce Campaign]()
* [ ] [Marketo Program]()
* [ ] Campaign UTM - (Format: campaign tag - change to all lowercase, no spaces, hyphens, underscores, or special characters)
## :books: Sub-Issue Creation
Utilize the [Workshop/Webcast SLA Workback Schedule](https://docs.google.com/spreadsheets/d/1YXriQ1clvYyBn-TDbbCVvNP6NEbrAF-0w6tIHKhDeZM/edit?usp=sharing) to calculate the due dates. `All Buyer Progression Webcasts will be -45 day SLA webcasts since they require all new content.`
### FMC Creates
* [ ] [Dry Run Scheduling Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=webcast_dry_run_scheduling) - FMC creates, assigns to FMC and FMM
* [ ] [Webcast Prep Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=webcast-prep) - FMC creates, assigns to FMM and FMC
* [ ] [Program Tracking](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=program-tracking) - FMC creates, assigns to FMC
* [ ] [Write Copy Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=write-copy) - FMC creates, assigns to FMM
* [ ] [Marketo Landing Page & Automation Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_mkto_landing_page) - FMC creates, assigns FMM (issue will be triaged)
* [ ] [Sales Nominated Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_sales_nominated) - FMC creates, assigns to the FMM (issue will be triaged)
* [ ] [Email Invitation Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_email_invite) - FMC creates one for each invitation requested, assigns to FMM (issue will be triaged)
* [ ] [Email Reminder Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_email_reminder) - FMC creates, assigns to FMM (issue will be triaged)
* [ ] [Follow Up Email issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_email_followup) - FMC creates, assigns to FMM (issue will be triaged)
* [ ] [Add to Nurture](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_add_nurture) - FMC creates, assigns to FMM (issue will be triaged)
* [ ] [List Clean and Upload](https://gitlab.com/gitlab-com/marketing/marketing-operations/issues/new?issuable_template=event-clean-upload-list) - Zoom integration automatically uploads the registrants and their attendance status to SFDC but any notes, Q&A, etc. need to be added via this upload issue - FMC creates, assigns to FMM and MOps
Please Note: We do not send Marketo reminder emails for webcasts as Zoom sends a reminder the day before the webcast and an hour prior to the webcast.
### FMM Creates
* [ ] [Zoom License Request](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_zoom_license_date) - NOTE: This should be submitted and confirmed prior to the epic being opened. Do not open epic if this issue has not been created and the date for the webcast has not been confirmed on the webcast calendar by the FMC. - FMM creates, assigns to FMC
* [ ] [Request Target List](https://gitlab.com/gitlab-com/marketing/demand-generation/campaigns/-/issues/new?issuable_template=request-confirm-target-list) - NOTE: This issue is included in the [Write Copy](https://gitlab.com/gitlab-com/marketing/field-marketing/-/blob/master/.gitlab/issue_templates/write-copy.md) issue and must be completed before the first invite is due. - FMM creates, assigns FMM and FMC (issue will be triaged)
* [ ] [Optional: New Design Assets for Demand Base Display Ads](https://gitlab.com/gitlab-com/marketing/corporate_marketing/corporate-marketing/-/issues/new?issuable_template=request-design-general) - FMM creates, assigns to FMM and Design Team
* [ ] [Optional: Paid Ads Issue Created for Digital Marketing](https://gitlab.com/gitlab-com/marketing/demand-generation/digital-marketing/-/issues/new?issuable_template=paid-digital-request) - FMM creates, assigns to FMM and DMP Team
* [ ] [Optional: Organic Social Issue](https://gitlab.com/gitlab-com/marketing/corporate_marketing/corporate-marketing/-/issues/new?issuable_template=social-gtm-organic) - FMM creates, assigns to FMM and Social Team
* [ ] [Optional: FM Pathfactory Asset Upload and Track Creation Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=Pathfactory_Request_Template) - FMM creates, assigns to FMC
/label ~"Webcast - GitLab Hosted" ~”Buyer Progression Webcast” ~"mktg-status::wip" ~"Field Marketing"
NOTE: Please make sure your Webcast date is confirmed before starting the below process. Moving a Webcast date is extremely time-intensive once setup is complete.
DRI: FMC
Note: Configuring Zoom must be completed before the Marketo program and SFDC campaign creation.
To configure Zoom you must be logged in to the Field Marketing Zoom Webcast account. To do this:
My Account which will log you into your personal Zoom accountSign OutSign In and utilize the Zoom Webcast Login that is saved in the Marketing 1passThere are two types of speakers in Zoom webcasts: Host and Panelist. A Host can start/end/record/kick people out, etc. The host has full control over the webcast. Only internal GitLab speakers can be hosts because they need to be logged in to their account to use the Host link.
Panelists have the ability to unmute, share screen, answer chat, answer Q&A, etc. They just can't start/end/record. Any external speakers must be set up as Panelists. The panelist link is not secure, meaning anyone can click on it and join the meeting as a panelist and the name will read the name of the person that was entered in Zoom. We typically put the links in the dry run doc instead of public calendars, just to be safe.
It’s not recommended to have more than a few hosts because it can get a bit confusing when you go to end the meeting, stop recording, etc. Recommendation is the FMC sets themselves as host, the FMM also as a host and 1-2 SAs as hosts.
This training video includes Zoom configuration setup instructions, as well as Marketo program/SFDC Campaign setup instructions.
This video has been uploaded as a private video in GitLab Unfiltered. You MUST be logged into Unfiltered to view the video. Instructions on how to log into GitLab Unfiltered can be found here.
Debunking Serverless security myths - October 21, 2019 - 8:30 am PT/3:30 pm UTC).Adding alt-host and panelist to a webcast
Email SettingsEdit next to Select Email LanguageSame as the recipient's default language and the language will be set based on the recipient's Zoom profile, if available. Otherwise, the emails will be sent in the language that the user is viewing the registration page.Adding poll questions to a webcast
Note: This training video includes Zoom configuration setup instructions, as well as Marketo program/SFDC Campaign setup instructions. Marketo program/SFDC Campaign setup instructions begin around the 9.5 minute mark.
This video has been uploaded as a private video in GitLab Unfiltered. You MUST be logged into Unfiltered to view the video. Instructions on how to log into GitLab Unfiltered can be found here.
DRI: FMC
A campaign folder.YYYYMMDD_{Webcast Title}_[Region - only if applicable]. For example, 20170418_MovingToGit.GitLab-Hosted Campaign Webcasts or GitLab-Hosted Workshops folders.DRI: FMC
Event Partner: with a link that says "not set".Zoom and in the Login drop down, select Zoom Webcast.DRI: FMC
Please follow these SFDC setup instructions.
DRI: FMC and Verticurl
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.
These will be completed by the FMC when setting up the Marketo program.
{{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.webcastDate}} - the webcast LIVE date{{my.webcastTime}} - token with the webcast time in local timezone/UTC timezone{{my.webcastTitle}} - token with the webcast title (For workshops, the title is only the main title of the workshop. Example: Your title would be GitLab Advanced CI/CD Workshop NOT GitLab Advanced CI/CD Workshop: Automate your workflows to build and test faster at any scale. Automate your workflows to build and test faster at any scale is considered the sub-title and is auto-populated in the Marketo template based on which workshop you are setting up.){{my.pfslidelink}} - For virtual workshops only. Token where FMC links cloned workshop Pathfactory track for follow up email. IMPORTANT NOTE: The https:// is hard-coded into the Marketo templates, which means you should not include https:// before your Pathfactory track URL in the Marketo token. We include the Pathfactory track link in the purple View the Slides button at the bottom of the follow up email. To make sure this CTA works properly, the FMC must also add ?lb_email= at the end of the URL. Your Pathfactory Track URL should look like this in the Marketo token: learn.gitlab.com/advanced-cicd-workshop?lb_email=.
These will be completed by Verticurl when setting up the landing page.
{{my.apiKey}} - apiKey from Zoom{{my.apiSecret}} - apiSecret from Zoom{{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.emailConfirmationButtonCopy}} - copy for the email confirmation (when on demand), leave as Watch now{{my.formButtonCopy}} - copy for the form button, leave as Register now (when switching to on-demand, this will change to Watch now){{my.formHeader}} - copy for header of form, leave as Save your spot today! (when switching to on-demand, this will change to View the webcast today!){{my.heroImage}} - image to display above landing page form (options in Marketo here){{my.introParagraph}} - intro paragraph to be used in landing page and nurture email, with approved character limits{{my.mpm owner email address}} - not used in automation, but helpful to know who to go to about setup{{my.ondemandUrl}} - skip updating in initial registration page setup (update during on-demand switch), Pathfactory link WITHOUT the https:// NOR the email tracking part (lb_email=)learn.gitlab.com/gartner-voc-aro/gartner-voc-aro - the code in the Marketo template assets will create the URL https://learn.gitlab.com/gartner-voc-aro/gartner-voc-aro?lb_email={{lead.email address}}&{{my.utm}}{{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.{{my.speaker1Company}} token with speaker 1's company name{{my.speaker1ImageURL}} token with speaker 1's image url in marketo design studio{{my.speaker1JobTitle}} token with speaker 1's job title{{my.speaker1Name}} token with speaker 1's full name{{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.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.DRI: FMC
00 Interesting Moments campaign.01a Registration Flow (single timeslot) smart campaign.DRI: Verticurl
Registration Page and hover over URL Tools > Edit URL Settingswebcast-topic (or webcast-topic-region if region is relevant) - ex. webcast-mastering-cicd or webcast-mastering-cicd-italianThank You Page
webcast-topic-thank-you (or webcast-topic-region-thank-you if region is relevant) - ex. webcast-mastering-cicd-thank-you or webcast-mastering-cicd-italian-thank-youDRI: Verticurl This section only applies to webcasts and not workshops.
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:
Edit DraftSpeaker sectionHTML on the toolbar<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:
Edit DraftSpeaker sectionHTML on the toolbar<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.
DRI: Verticurl
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”.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.DRI: FMC
FMC to test their initial setup after completing the Marketo program creation above by doing the following:
Marketing Activities sectionAssets under your Marketo programRegistration Landing PagePreview PageFMC to test the setup again, once Verticurl finishes the landing page with all remaining tokens by doing the following:
test in first and last name fields. Test the LIVE landing page to make sure the registration is tracked appropriately in the Marketo program and you get a confirmation email from Zoom.
DRI: FMC
Once your testing is complete, you can remove test registrations in Marketo by following these instructions.
If your integration is failing after checking the above items, please see this issue for instructions on how to fix it. Should it continue to be a problem, the Marketo program can be set up in advance to avoid the incorrect Interesting Moment push to SFDC. Those instructions are here. For continued issues with integration, please reach out to Marketing Ops in the #mktgops Slack channel.
Each registrant receives a Zoom login URL unique to them so login URLs should not be shared. If an attendee needs their Zoom invitation with their unique login details re-sent to them, please follow the below instructions to access that information.
Webinars and click into your webinarManage AttendeesEdit and this will bring up your list of attendees with the option to copy their unique login invitationNote: Instructions for closing registration landing pages varies, depending on the campaign type/Marketo template. Please only utilize the below instructions to close a webcast LP.
Please reach out to your Verticurl rep to shut down the landing page, or if you have an urgent request after hours, please follow the below instructions (supporting screenshots here).
AssetsRegistration Landing PageEdit DraftVariables on the right side panel, toggle Hero 2 Visibility to Visible. This adds the language that the event is at capacity.save.2column visibility to Hidden. This removes all existing content, including the form, from the page.flex 1 Visibility to Visible. This adds the landing page default content onto the page, without the form.Preview Draft to make sure everything looks accurate.Preview Actions > Approve and Close to save your changes. If you need to make additional edits, click Edit Draft. Be sure to select Approve and Close when you are finished.DRI: Campaign Manager
{{my.webcastTitle}}){{my.contentDescription}})Unlisted so only people with the URL to the video can find itPF - 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]Parent Campaign field.Enable Bizible Touchpoints field to Include only "Responded" Campaign Members.formButtonCopy token to be Watch nowformHeaderCopy token to be Watch the webcast todayondemandUrl token with the Pathfactory linkhttps:// (it should begin with learn.gitlab.com/)? question marks (if it does, you did not update the custom URL slug) - WATCH THE EXPLAINER VIDEOlb_email= (this is already incorporated into all assets of the Marketo program template)Edit Draft
EditFORM 1592: webcast or relevant localized form) - you will change this to be FORM 2076: On-demand WebcastLanding PageSend Sample* asterisk)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!)01a Registration Flow (single timeslot) or 01b Registration Flow (Multi-timeslot) smart campaign, click Deactivate once the webcast has completed.04 Viewed On Demand smart campaign, click Activate.Add to Engagement Program Nurture smart campaign, select the appropriate Engagement Program/Stream in the flow step. Run once.DRI: Verticurl
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)
https:// (it should begin with learn.gitlab.com/)? question marks (if it does, you did not correctly update the custom URL slug)lb_email= (this is already incorporated into all assets of the Marketo program template)Send Sample* asterisk)Recording of the webcast and Watch now links and confirm that your email address is in the URL displayed (this happens quickly and disappears in the URL, so watch carefully!)02 Follow Up - No shows/Attended smart campaign to be the following business day.This process is currently in transition but for more details, please visit this page.
DRI: FMM and FMC
In the event you need to change the date of your webcast, please follow the steps outlined below.
(Optional: for rescheduled webcast only) Import registrants from old program smart campaign. Doing this will also re-trigger the confirmation email to existing registrants.None.PLEASE DELETE/DO NOT USE to the title in the Marketo program and send a request in the #mktgops Slack channel to have your Marketo program deleted (remember to link to the Marketo program in the request).send webinar cancellation email to panelists and registrants.DRI: FMM and FMC
In the event you need to cancel your webcast, please follow the steps outlined below.
webcast LP and these instructions to close a workshop LP.#mktgops Slack channel to have your Marketo program deleted (remember to link to the Marketo program in the request).aborted.send webinar cancellation email to panelists and registrants since this is already covered above.This section focuses on best practices, timelines and logistical set up for a Field Marketing-run Virtual Workshop.
DRI: FMM and FMC
> Naming convention: [Workshop Title] - [3-letter Month] [Date], [Year]
> Start Date = Date Epic Opened, Due Date = Workshop Date
## [Main Issue >>]()
## [Landing Page >>]() - `to be added when live`
#### :key: Key Details
* **FMM:**
* **FMC:**
* **Lead SA:**
* **Official Workshop Name:**
* **Official Workshop Date:**
* **Campaign Tag:**
* [ ] [Landing Page and Invite Copy]() - `Created by FMC when creating epic` ([clone the template here](https://docs.google.com/document/d/1j43mf7Lsq2AXoNwiygGAr_laiFzmokNCfMHi7KNLjuA/edit#heading=h.6vgpxnyb4dh1))
* [ ] [Dry Run & Day of Agenda]() - `Created by FMC when creating epic` ([clone the template here](https://docs.google.com/document/d/1DzNkJnwlVOB1vw4yvgXtIxtddfw_x4u7WC9xAqSVEHM/edit?ts=5f6162ea#))
* [ ] [Salesforce Campaign]()
* [ ] [Marketo Program]()
* [ ] Campaign UTM - (Format: campaign tag - change to all lowercase, no spaces, hyphens, underscores, or special characters)
## :books: Sub-Issue Creation
Utilize the [Workshop/Webcast SLA Workback Schedule](https://docs.google.com/spreadsheets/d/1YXriQ1clvYyBn-TDbbCVvNP6NEbrAF-0w6tIHKhDeZM/edit?usp=sharing) to calculate the due dates.
### FMC Creates
* [ ] [Dry Run Scheduling Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=webcast_dry_run_scheduling) - FMC creates, assigns to FMC and FMM
* [ ] [Webcast Prep Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=webcast-prep) - FMC creates, assigns to FMM, Lead SA and FMC
* [ ] [Program Tracking](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=program-tracking) - FMC creates, assigns to FMC
* [ ] [Write Copy Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=write-copy) - This issue is only required for new Virtual Workshops where new copy will need to be created. - FMC creates, assigns to FMM
* [ ] [Marketo Landing Page & Automation Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_mkto_landing_page) - FMC creates, assigns FMM (issue will be triaged)
* [ ] [Sales Nominated Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_sales_nominated) - FMC creates, assigns to the FMM (issue will be triaged)
* [ ] [Email Invitation Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_email_invite) - FMC creates one for each invitation requested, assigns to FMM (issue will be triaged)
* [ ] [Email Reminder Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_email_reminder) - FMC creates, assigns to FMM (issue will be triaged)
* [ ] [Follow Up Email issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_email_followup) - FMC creates, assigns to FMM (issue will be triaged)
* [ ] [Add to Nurture](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_add_nurture) - FMC creates, assigns to FMM (issue will be triaged)
* [ ] [List Clean and Upload](https://gitlab.com/gitlab-com/marketing/marketing-operations/issues/new?issuable_template=event-clean-upload-list) - Zoom integration automatically uploads the registrants and their attendance status to SFDC but any notes, Q&A, etc. need to be added via this upload issue - FMC creates, assigns to FMM and MOps
### FMM Creates
* [ ] [Zoom License Request](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_zoom_license_date) - NOTE: This should be submitted and confirmed prior to the epic being opened. Do not open epic if this issue has not been created and the date for the workshop has not been confirmed on the webcast calendar by the FMC. - FMM creates, assigns to FMC
* [ ] [Request Target List](https://gitlab.com/gitlab-com/marketing/demand-generation/campaigns/-/issues/new?issuable_template=request-confirm-target-list) - NOTE: This issue is included in the [Write Copy](https://gitlab.com/gitlab-com/marketing/field-marketing/-/blob/master/.gitlab/issue_templates/write-copy.md) issue and must be completed before the first invite is due. - FMM creates, assigns FMM and FMC (issue will be triaged)
* [ ] [Optional: New Design Assets for Demand Base Display Ads](https://gitlab.com/gitlab-com/marketing/corporate_marketing/corporate-marketing/-/issues/new?issuable_template=request-design-general) - FMM creates, assigns to FMM and Design Team
* [ ] [Optional: Paid Ads Issue Created for Digital Marketing](https://gitlab.com/gitlab-com/marketing/demand-generation/digital-marketing/-/issues/new?issuable_template=paid-digital-request) - FMM creates, assigns to FMM and DMP Team
* Digital ads for all workshops:
* [Digital Ads - DevOps Automation Workshop](https://www.canva.com/folder/FAEfs4Cv_m4)
* [Digital Ads - Security Workshop](https://www.canva.com/folder/FAEfs0hG1FU)
* [Digital Ads - Project & Portfolio Management Workshop](https://www.canva.com/folder/FAEfs2XjBJE)
* [Digital Ads - Jenkins Migration Workshop](https://www.canva.com/folder/FAEfsXRuk4A)
* [Digital Ads - Advanced CI/CD Workshop](https://www.canva.com/folder/FAEfsMc684E)
* [ ] [Optional: Organic Social Issue](https://gitlab.com/gitlab-com/marketing/corporate_marketing/corporate-marketing/-/issues/new?issuable_template=social-gtm-organic) - FMM creates, assigns to FMM and Social Team
* [ ] [Optional: FM Pathfactory Asset Upload and Track Creation Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=Pathfactory_Request_Template) - FMM creates, assigns to FMC
/label ~"Webcast - GitLab Hosted" ~"workshop" ~"mktg-status::wip" ~"Field Marketing"
NOTE: Please make sure your Webcast or Workshop date is confirmed before starting the below process. Moving a Webcast or Workshop date is extremely time-intensive once setup is complete.
DRI: FMM, FMC and Verticurl
Instructions for Virtual Workshop Zoom / Marketo / SFDC set-up can be found in the Webcast Set-Up instructions HERE.
There are only minor modifications to those instructions for workshops and they are detailed out below.
DRI: FMC
This includes the program, SFDC, Zoom, landing pages, and emails as they are templatized to operate from the Marketo My Tokens level.
DRI: FMC
Please follow the instructions here.
DRI: Verticurl
DRI: Verticurl
Target List smart list and input the targets provided by FMM (typically in the copy doc).DRI: Verticurl
Week prior - Demo code for registrants (operational) to all registrants. Note that this email is operational as it provides a demo code necessary for the workshop.
DRI: Verticurl and Campaign Manager
We do not offer the webcast recording on demand. However, we do provide a link to the slides via Pathfactory in the attendee follow-up email. This will be auto-populated in the follow-up email through the Marketo tokens.
DRI: FMC and FMM
The GitLab demo environment can currently support up to 200 users at one time, however, capacities per workshop are highly dependent on content and how many SAs will be supporting the event. The FMM is to work with the Lead SA to determine the maximum capacity and number of SAs for each workshop. Below are baseline estimates to optimize attendee experience.
| Workshop | Capacity (accounting for 40-50% workshop attendance rate) | Minimum Number of SAs |
|---|---|---|
| DevOps Automation | 250-350 | 2 |
| Project/Program Management | 250-350 | 2 |
| Security | 250-350 | 2-3 |
| Advanced CI/CD | 250-350 | 3-4 |
| Jenkins Migration | 150-200 | 2 (also recommended to have 1 professional services rep or have 1 SA receive training from Bryan May or James Sandlin) |
FMCs are the DRIs for checking the registration numbers regularly via the Marketo program (linked in the epic code - registration numbers are listed on the main Marketo program page) or SFDC campaign (by pulling a report and sorting by the Registered field). Note that due to potential delays with the sync between Marketo and SFDC, it is recommended to check the Registration number in Marketo.
Note: Instructions for closing registration landing pages varies, depending on the campaign type/Marketo template. Please only utilize the below instructions to close a workshop LP.
Please reach out to your Verticurl rep to shut down the landing page, or if you have an urgent request after hours, please follow the below instructions.
In order to cap registration, we remove the registration form on the Landing Page in Marketo. To do this:
Closing Registration in Marketo Instructional Video
This video has been uploaded as a private video in GitLab Unfiltered. You MUST be logged into Unfiltered to view the video. Instructions on how to log into GitLab Unfiltered can be found here.
Instructions:
DRI: FMM and FMC
DRI: FMM
If you are uncertain about formatting and/or layout due to varying copy changes based on different workshops, please drop a note in the Slack channel #marketing-design.
The Field Marketing team utilizies a shared Canva Enterprise login. The account is linked to the fieldmarketing@gitlab.com google group & the password can be found in the shared marketing 1pass account.
DRI: FMC
We have 4 workshop Pathfactory track templates, one for each workshop. To navigate to these templates, go to Campaign Tools - Target - Field Marketing folder - Workshop Templates sub-folder. The FMC will clone the appropriate workshop track and add in the presentation deck from that particular workshop. This Pathfactory track will then be included in the follow-up email sent out after the workshop.
Once you have the final workshop presentation deck, follow the below instructions to add that content to Pathfactory.
Add Content button in upper right corner of the screenTitle for your content (example - CI/CD Workshop 1/12/21 Presentation Deck)Title field in the Name field further below under Internal Configuration. These two fields should match.DescriptionSEO Title blankContent Type will be Presentation (this auto-populates the Funnel Stage and Estimated Cost fields)Custom URL Slug should always be created for an asset (example - CICDWorkshop-1/12/21). No spaces, each word should be separated by a dash and try to keep slug as short as possible.ScoringLanguage utilized in your contentBusiness Units is the GTM Motion associated with the piece of content. Every asset should be tagged and aligned to a GTM motion.Personas is WIP and does not currently need to be addedIndustry can be left blank but if you do have a specific industry you would like to tag, you can do so.Expiry Date should be left blank (this field is mostly used for analyst reports)External ID should be left blankSmart Topics. Usually content will have 1-5 topics. Example - for a CI/CD workshop can you tag with CI/CD Continuous Integration and Continuous DeliveryExtracted Text is not used so you can leave whatever pulled throughDoneNote: Cloning a track will pull over all settings from that initial track. All workshop tracks are set up appropriately and should not require any adjustment.
Parent Folder - Select the Workshop Tracks folderLabels - Add EmailClone TrackTrack Settings click on Custom URL and add descriptive slug (example - CICDWorkshop-1/12/21). No spaces, each word should be separated by a dash and try to keep slug as short as possible. Custom URL should always be created. All content tracks should be set up with custom URL slugs to prevent any future changes to the track from breaking the link and thus, the user experience. This will also lock in your Pathfactory track URL so your URL will always stay the same, even if you switch out content within your track.Add Content to find/add in your previously uploaded presentation deckCampaign Tools at the top of the pageTargetCreate Target TrackClone an Existing Track - Select the appropriate workshop track you would like to cloneParent Folder - Select the Workshop Tracks folderLabels - Add EmailCreate Target TrackTrack Settings click on Custom URL and add descriptive slug (example - CICDWorkshop-1/12/21). No spaces, each word should be separated by a dash and try to keep slug as short as possible. Custom URL should always be created. All content tracks should be set up with custom URL slugs to prevent any future changes to the track from breaking the link and thus, the user experience. This will also lock in your Pathfactory track URL so your URL will always stay the same, even if you switch out content within your track.Add Content to find/add in your previously uploaded presentation deckGet Share URL icon. Copy the URL link. You do not need to add a Query String.DRI: FMM
DRI: FMM
DRI: FMM
FMM DRIs during the event are not only responsible for day of event coordination (virtually) but are also designated time keepers and hosts of the event.
For more information about hosting a virtual hands-on workshop, please watch this training video.
DRI: FMM
Break slide in the deck can run long or short due so advise for the FMM to update in real-time.DRI: FMM
FMMs will need to keep a close eye on the time. Notify the team and the next presenter when there time is nearing an end in the event’s slack channel (not the Q&A slack channel for the event)
DRI: FMM
DRI: FMM
01a Registration Flow (single timeslot) or 01b Registration Flow (Multi-timeslot) smart campaign, click Deactivate once the webcast has completed.For many post-event tasks, you must be logged in to the Field Marketing Zoom Webcast account. To do this:
My Account which will log you into your personal Zoom accountSign OutSign In and utilize the Zoom Webcast Login that is saved in the Marketing 1passDRI: FMM
Now that the event is over, it is important to consolidate all of the information points and upload them into Salesforce to streamline our sales follow up. The FMM DRI is responsible for consolidating the data from each of the attendees into the lead sheet. Consolidate data and include it in the Notes column to complete list clean and upload. This requires obtaining:
View Attendee ReportGenerate CSV ReportQ&A ReportGenerate CSV ReportMore button next to the workshop name and select DownloadDRI: FMM
=CONCATENATE($C$1&": "&C2&" | "&$D$1&": "&D2&" | "&$E$1&": "&E2&" | "&$F$1&": "&F2) This will capture a summary for each question=VLOOKUP(C2,'Q&A'!E:F,2,False) NOTE: you may need to adjust - Column E is email address, Column F is the consolidated data (in the Q&A sheet). The number 2 is the cell you want to upload into the attendee spreadsheet, and put False.DRI: FMM
DRI: FMM
Normal FM close process: Send follow-up email, gather recap information from the team and close the issue.
If you have a new workshop idea/topic, you can build out a Parent Epic for that workshop utilizing the epic code below. Please note that the first time you set up the new workshop, it will run as a -45 SLA with all new content. If you decide you would like to repeat the workshop in the future, you will need to work with the Campaign Management team to build out the new workshop’s backend templates in Marketo. You would also then need to add all finalized details and link to the new workshop throughout these handbook instructions, as well add the new workshop details to the FM Virtual Workshop Template.
# Collections
## Workshop Theme
### Workshop Description
## Agenda
* **Agenda Draft Approved by**
* [ ] Instructor Approval
* [ ] Customer Success Approval
* [ ] Agenda updates are approved to add to Event Landing Page
* [ ] Create Transition Slides
**Example Agenda**
| Time | Agenda Topic | Presenter Role | Name |
| ------ | ------ | ------ | ---- |
| 09:00-09:10 | Welcome | Moderator / MC | |
| 09:10-09:20 | Introduction to GitLab | SAL/ASM | |
| 09:20-09:40 | Using GitLab as a PM tool | SA | |
| 09:40-09:50 | Lab for Project Management | SA | |
| 09:50-10:00 | Q/A | Q/A | SAs |
| 10:00-10:10 | Break | Break |Break |
| 10:10-10:30 | GitLab Basics for Developers | SA | |
| 10:30-10:40 | Lab for GitLab Basics | SAs | |
| 10:40-10:50 | Q/A | Q/A | SAs |
| 10:50-11:20 | Digging deeper in to CI/CD | SA | |
| 11:20-11:30 | Lab Digging deeper in to CI/CD | SA | |
| 11:30-12:00 | Questions and Answers and closing | Moderator/ MC | |
### Moderator/MC
- [ ]
Responsibilities - Face of the event / set the tone of the event. Introduction of each presenter/section and chime in during presentations to give time checks
## Coordinators/Time Keepers
1.
2.
3.
4.
5.
Responsibilities - Keep time & collect questions via Q&A queue (and chat) and paste into internal google doc to have TA's help field questions
### TAs/Panelists
1.
2.
3.
4.
5.
6.
Responsibilities - Help field questions / assist with technical difficulties
## Location for Slide decks and project references
GDrive Folder:
Base Lab Project (example below):
| Agenda Item | Slide Deck | Labs | Project Link (If any) | Status |
| ------ | ------ | ------ | ------ | ------ |
| Technology Review | [Deck](https://docs.google.com/presentation/d/1XZmOqN6S2XCVrMi1UR5SYSfTdAaCLSk6u_506--5oDY/edit#slide=id.g7dd1ed64d9_0_5929) | | |
| Introduction to GitLab | [Deck](https://docs.google.com/presentation/d/1ElGXe8eUwBpeZzQENYeRTHLj7TL8jdx2o44_YjuAfu4/) | | | |
| Using GitLab as a PM tool | [Deck](https://docs.google.com/presentation/d/1wYRdM7dIdLT0OESJDUnlpw9hqIXXtOvzE7ha3YCdq9Y/edit?usp=sharing) | [Lab](https://docs.google.com/presentation/d/1rpK-TfxzK8BvvIUWqTzYTXMDbB7M1SP9NoBs-jZkZ90/edit?usp=sharing) |[Project](https://gitlab.com/gitlab-com/customer-success/workshops/virtual-devops-workshop) | |
| GitLab Basics for Developers | [Deck](https://docs.google.com/presentation/d/1K1By7nvz9O0DqRFzd6QiNKWSB_14yv1gugBTYAVD8Xo/edit?usp=sharing) |[Lab](https://docs.google.com/presentation/d/1rpK-TfxzK8BvvIUWqTzYTXMDbB7M1SP9NoBs-jZkZ90/edit?usp=sharing) |
[Project](https://gitlab.com/gitlab-com/customer-success/workshops/virtual-devops-workshop) | |
| Digging deeper in to CI/CD | [Deck](https://docs.google.com/presentation/d/1ZI4jw0UsT-X6IkorhM5TMBDIZOXNYTk_DM9apXrtZdU/edit?usp=sharing) | [Lab](https://docs.google.com/presentation/d/1rpK-TfxzK8BvvIUWqTzYTXMDbB7M1SP9NoBs-jZkZ90/edit?usp=sharing) |[Project](https://gitlab.com/gitlab-com/customer-success/workshops/virtual-devops-workshop) | |
## Additional Information
* **Raffle Prizes/Giveaways**
* **Certifications**
* **Pre Event Survey**
* **Polling Questions**
* **Script / Walk through Doc**
* **Google Form/Post Event Survey**
For details on this process, please reference this section.
