Maintained by:

Overview of Zoom Virtual Event Types

Hosted on Personal Zoom Accounts

Self-Service with or without Promotion

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.

Hosted on Field Marketing Zoom License

Virtual Workshops

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. Our GitLab demo environment cannot support more than 250 people, therefore we need to be able to cap registration at no more than 400-500 people. This cap range is dependent upon the type of workshop you are running. For more advanced classes, consider capping at the lower range of 400. We typically see a 33-35% registration to attendee rate. With Zoom Webcast, we are able to cap registration by removing the Marketo form from the landing page. 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). By using Zoom Webcast for these Virtual Workshops we are able to more easily track and manage the Q&A coming in from the larger audience. With the chat feature in the Self-Service Zoom offering, the chat runs long and can become confusing. This option provides a more professional look and feel of a Webcast run event vs a Self-Service-run event.

Virtual Workshop Links

Field Marketing + SA Workshops available to date can be found here.
Technical Product Marketing led workshop content is available here

Virtual Workshop SLA

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.

Buyer Progression Webcasts

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.

Buyer Progression Webcast SLA

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.

Hosted on Hopin

Virtual Conference - Self-Hosted

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.

Additional Virtual Event Details

For more information on Virtual Event type comparisons, promotion, Zoom capabilities, participant engagement, etc. please visit the Virtual Events page HERE.

Securing a Virtual Workshop or Buyer Progression Webcast Date

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.

FMM will submit a Zoom License Request issue.
FMC will triage the date against the GitLab-Hosted Webcast Calendar to make sure there is no overlapping virtual event that has been pre-scheduled.
If the suggested date is feasible, does not over-saturate the calendar, AND the speaker(s) have been secured, the FMC will reserve the date on the calendar and close out the date request issue. For workshops, at a minimum, there needs to be a lead FMM and a lead SA assigned in order for the FMC to be able to secure a date. For webcasts, all speakers must be identified.
Naming Convention for Calendar - [WC Hosted] Name of Webcast or [WS Hosted] Name of Workshop and Start-End Time/Time Zone of event (example - 9:00am - 12:00pm PST)
FMC to create the invite with an additional 30 minutes added to the start time of the webcast and 30 minutes after the end of the webcast. So if your webcast runs 9:00am PST to 12:00pm PST the calendar invite would be set for 8:30am PST - 12:30pm PST.
FMC will also add the Field Marketing issue link to the invite description (provided by the FMM in the Zoom License Request issue).
FMC will add the lead SA and FMM to the calendar invite for workshops and FMM and all finalized speakers to the calendar invite for webcasts.
FMC will uncheck the setting Modify Event and Invite Others under Guest Permissions so invitees are not able to modify the event or add additional guests.

Securing a Virtual Workshop or Buyer Progression Webcast Dry Run Date

DRI: FMC

This will be secured utilizing the Webcast Dry Run Scheduling Template
This occurs after the initial Zoom setup.
FMC will triage the date against the GitLab-Hosted Webcast Calendar to make sure there is no overlapping virtual event that has been pre-scheduled.
The FMC will schedule a 60 minute dry run.
Naming Convention for Calendar - [WC Dry Run] 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)
There is no need to add 30 minutes before/after to a dry run event as they generally run 30 minutes and should not take more than 60 minutes.
Helpful Hint: If you are having trouble finding 60 minutes where everyone is available, try to at least find a time that everyone is open for the first 30 minutes.
FMC to create the invite utilizing the SLA date from the SLA Workback Schedule.
The FMC will include webcast/workshop team and FMM listed in the Webcast Dry Run Scheduling issue on calendar invite, as well as the epic link and dry run agenda (linked in epic).
FMC will uncheck the setting Modify Event and Invite Others under Guest Permissions so invitees are not able to modify the event or add additional guests.
Once the dry run calendar invite is complete, the FMC will also re-visit the main calendar invite for the webcast/workshop and add the additional webcast/workshop team from the Webcast Dry Run Scheduling issue, as well as exchange the issue link for the epic link that should now be created, and add the link for the Dry Run Agenda.
The FMC will follow these instructions for adding all staff participants as panelists to the webcast in Zoom. The FMC will then include the individual Zoom links for each participant in the Dry Run Agenda.
If any changes need to be made to participants, the FMC will need to adjust those participants in both the webcast calendar invite as well as in the Zoom setup.

NOTE: 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.

Buyer Progression Webcasts

This section focuses on best practices, timelines and logistical set up for a Field Marketing-run Buyer Progression Webcast.

Ownership of Buyer Progression Webcast Tasks

Project Management in GitLab (epic, issue, timeline creation): FMM/FMC
GitLab-Hosted Webcast Calendar: FMC
Zoom setup and integration: FMC
Landing page and email copy: FMM
Marketo program, SFDC campaign: FMC
Landing page, email creation: Verticurl
Host dry run and run day-of event Zoom meeting: FMM

Buyer Progression Webcast Epic Code

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
* [ ] [Landing Page Copy Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=landing-page-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)
* [ ] [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"

Buyer Progression Webcast Setup

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.

Step 1: Configure Zoom

DRI: FMC

Note: Configuring Zoom must be completed before the Marketo program and SFDC campaign creation.

Logging in to the Zoom Webcast Account

To configure Zoom you must be logged in to the Field Marketing Zoom Webcast account. To do this:

Navigate to zoom.com on your web browser
Click on My Account which will log you into your personal Zoom account
Click on your account picture at the top right hand corner
Click Sign Out
Click Sign In and utilize the Zoom Webcast Login that is saved in the Marketing 1pass
You will then be signed in to the Zoom Webcast Account
Remember to log out of the Zoom Webcast Account when you are done and sign back in to your personal Zoom account

Hosts Versus Panelists

There 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.

Zoom Configuration Training Video

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.

Zoom Configuration Instructions

LOGIN: log into Zoom, go to the Webinars tab then click “Schedule a webinar”.
TEMPLATE: make sure to select “TEMPLATE” in the "use a template" section.
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).
DESCRIPTION: add a sentence to describe what the webcast is about at a high-level - this is usually what would be included in the description when adding the event to the GitLab Events Page
WHEN: add the webcast date and time.
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.
TIMEZONE: select the correct timezone for your webcast.
DO NOT change all the other settings that are pre-populated by the template.
ALTERNATIVE HOSTS: add webcast DRI, internal speaker(s), and Q&A resource as alternative hosts (for workshops, add lead FMM and lead SA). Remember to always add yourself as an alternative host as well. Alternative Host Zoom links are all the same, so this will generate an email sent to you with the host Zoom link for reference.
PANELISTS: add external GitLab speakers as panelists by following the video instructions below.

Adding alt-host and panelist to a webcast

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 are 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.
Optional CHANGE LANGUAGE: If you need to change the language of your Zoom confirmation and reminder email, please follow the below instructions. NOTE: Changing the language only translates the general instructions for the webcast, it does not translate your webcast description. Make sure to add your description in the language required.
- Click into the webinar where you would like to adjust the language setting
- Click into Email Settings
- Click Edit next to Select Email Language
- Select the language you would like to utilize from the drop down list. NOTE: You can also select Same 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.
- For more details, review the Zoom Help Center page here.
Optional HEADER IMAGE: If applicable, click on branding and update the header.
Optional POLLING: If applicable, add polling questions to the webcast or workshop by following the instructions in the video below. You do not need to make the polling question answers anonymous. Canned questions (utilized for webcasts only) are not added to Zoom but can be added to the Day Of Agenda so all presenters/moderators have access.
WATCH ATTENDEE MAX: Make sure to regularly monitor the registration counts (webcast capacity listed here and workshop capacities listed here. If your workshop or webcast capacity is reached, please follow the instructions here to close registration.

Adding poll questions to a webcast

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

Marketo Program and SFDC Campaign Setup Training Video

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.

Create Program in Marketo

DRI: FMC

Create the webcast program in Marketo by navigating to either the Webcast program template or the correct template from Workshop program templates folder
Right-click the appropriate template, and select "clone"
Next to "Clone To", choose A campaign folder.
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.
Under "Folder", choose the appropriate quarter within the GitLab-Hosted Campaign Webcasts or GitLab-Hosted Workshops folders.
Click "Create" (note - you will create the SFDC campaign from Marketo in the next step!)

Connect the Marketo program to Zoom via launchpoint integration

DRI: FMC

In the Marketo program Summary view, you will see Event Partner: with a link that says "not set".
Click on "not set"
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/topic of the Zoom webcast from Step 1: Configure Zoom.

Create campaign in Salesforce

DRI: FMC

In the Marketo program Summary view, you will see Salesforce Campaign Sync: with a link that says "not set".
Click on "not set"
Where it says "None", click the drop-down and choose "Create New"
The Marketo program name will auto-fill for the name (for consistency across both systems)
In the "Description", add a link to the epic
Click "Save"
NOW you will navigate to the Campaign in SFDC to do a quick review - Shortcut to Campaigns
Click into the SFDC campaign
Change the campaign owner to the webcast DRI
Change the status to in progress
Edit the Enable Bizible Touchpoints field to Include only "Responded" Campaign Members
Update Budgeted Cost - If cost is $0 list 1 in the Budgeted Cost field. - NOTE there needs to be at least a 1 value here for ROI calculations, otherwise, when you divide the pipeline by 0 you will always get 0 as the pipe2spend calculation.
Confirm that start date and end date populated correctly (this is automated).
Add region and sub-region
Add epic
Add FMM as budget holder
Click save

Step 3.A: Update Marketo Tokens

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.

FMC Tokens

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=.
- A little bit behind the WHY: If you are driving to Pathfactory from Marketo, you want to use the lb_email= part of the link. This tells PF that the person is a known user (and won't present any forms) because it passes the email address from Marketo to PF. When you are in Pathfactory and get the share link for a track, you can select Marketo and it will include the complete proper code (including Marketo token). You typically won't need to do that because we already have the token coded into our emails. Also, it won't always be a ? in front of lb_email=. As long as you use a custom URL, it will be a ? and that's why we recommend always using a custom URL. Refer to the Pathfactory page for more details.

Verticurl Tokens

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=)
Example of correct link to include: 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}}
Note that both parts of this url include custom URL slugs which should be incorporated into all pathfactory links for simplicity of tracking parameters
{{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
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.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.

Step 3.B: Turn on Smart Campaigns in Marketo

DRI: FMC

Activate the 00 Interesting Moments campaign.
Activate the 01a Registration Flow (single timeslot) smart campaign.

Step 3.C: Create the Landing Page

DRI: Verticurl

Make sure all tokens are completed from this section.
When you clone the webcast template, and update the Marketo tokens, your landing page is almost ready to go!
- Under "Assets" right-click on Registration Page and hover over URL Tools > Edit URL Settings
- Use the format webcast-topic (or webcast-topic-region if region is relevant) - ex. webcast-mastering-cicd or webcast-mastering-cicd-italian
Complete the same steps for the Thank You Page
- Use the format 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-you

Adjusting number of speakers in Marketo landing page

DRI: 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:

Right click on the Registration Landing Page and click Edit Draft
Double click on the Speaker section
Click HTML on the toolbar
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>

Right click on the Registration Landing Page and click Edit Draft
Double click on the Speaker section
Click HTML on the toolbar
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.

Step 4: Webcast Invitations

DRI: Verticurl

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”.
Approve copy and send samples to the requestor, and the presenter (if different from requestor).
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.
Once you get approval on the sample email copy, schedule the email programs outlined in step 1.

Step 5: Test Your Setup

DRI: FMC

FMC to test their initial setup after completing the Marketo program creation above by doing the following:

Go to left hand side Marketing Activities section
Click on Assets under your Marketo program
Click on Registration Landing Page
At the top of the page click Preview Page
Review the page:
- Does the landing page pull in the tokens that have already been provided?
- Are there any spelling mistakes or incorrect dates?

FMC to test the setup again, once Verticurl finishes the landing page with all remaining tokens by doing the following:

Submit a test registration. NOTE: Anyone already signed up as a host or panelist in Zoom should not utilize their GitLab email address to test the site (you will not receive a confirmation). If you utilize a different email address, make sure to indicate your registration is a test by listing 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.
- Are you getting a confirmation email and in that email, is there a calendar invite with the access link?
- Does the calendar invite save the correct time on your calendar?
- Check that Marketo shows 1 person registered when you look at the main program page in Marketo.

Removing Test Registrations

DRI: FMC

Once your testing is complete, you can remove test registrations in Marketo by following these instructions.

If Integration Fails

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.

Post LIVE Webcast

DRI: Campaign Manager

Converting the Webcast to an On-Demand Gated Asset

Expand below to see instructions on converting the webcast to an on-demand gated asset

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
Youtube: Once the recording has been uploaded, copy the video link on the right
Pathfactory: Login to PathFactory and add the copied youtube link to Pathfactory as new content by following the instructions outlined here.
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.
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.
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)
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)
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)
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!
Marketo: Update the smart campaigns (activate and deactivate)
- Under "Schedule" on the 01a Registration Flow (single timeslot) or 01b Registration Flow (Multi-timeslot) smart campaign, click Deactivate once the webcast has completed.
- Under "Schedule" on the 04 Viewed On Demand smart campaign, click Activate.
(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

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)

Check ondemandURL Marketo token
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 correctly update the custom URL slug)
This URL should not contain the Pathfactory tracking parameter lb_email= (this is already incorporated into all assets of the Marketo program template)
:thumbs-up: If all of the above apply, move on to sending yourself samples!
Send samples to your inbox
Right click on "Follow up - attendees" 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)
Complete the same steps for your "Follow up - no shows" email
Review emails in your inbox
Check all email copy
Click all links and confirm they are not broken
Click the 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!)
:thumbs-up: If all of the above apply, move on to scheduling the smart campaigns!
Schedule the smart campaign to send the emails
- Schedule the 02 Follow Up - No shows/Attended smart campaign to be the following business day.

Multiple Timeslot Webcast

This process is currently in transition but for more details, please visit this page.

Rescheduling a Webcast

DRI: FMM and FMC

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

Update the date/time of the webcast on the webcast calendar and resend invites to all panelists.
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.
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.
Leave a comment on the epic stating the event has been rescheduled and tag all internal panelists and hosts.
If webcast is on the Events Page, submit MR to change the date.
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.
Create a new zoom program with the new webcast date/time following the steps outlined in the section above.
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).
Move the landing page from the Marketo program with old webcast date/time to the newly created marketo program with new webcast date/time.
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.
Remove the SFDC campaign sync on the Marketo program with old webcast date/time by clicking salesforce campaign sync and selecting None.
Go to SFDC and change the ISO date in the SFDC campaign name for the webcast to the new date.
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.
Delete the Marketo program with the Marketo program with the old webcast date/time.
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.

Cancelling a Webcast

DRI: FMM and FMC

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

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.
Leave a comment on the epic stating the event has been canceled and tag all internal panelists and hosts.
Field/Corporate DRI to cancel the line item on the Budget Document.
If webcast is on the Events Page, submit MR to remove.
Go to the Marketo program, configure and send a webcast cancellation email to all registrants. To be added: example cancellation email.
In the Marketo program, deactivate all active smart campaigns and append [Cancelled] to the program name.
Go to Salesforce, append [Cancelled] to the SFDC campaign name.
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.

Virtual Workshops

This section focuses on best practices, timelines and logistical set up for a Field Marketing-run Virtual Workshop.

Ownership of Virtual Workshop Tasks

Project Management in GitLab (epic, issue, timeline creation): FMM/FMC
GitLab-Hosted Webcast Calendar: FMC
Zoom setup and integration: FMC
Landing page and email copy (templated with limited customization, if any): FMM/FMC
Marketo program, SFDC campaign: FMC
Landing page, email creation: Verticurl
Host dry run and run day-of event Zoom meeting: FMM
Day of event moderator: SAL / ISR

Definitions Throughout this Page

Host = Person running the webcast from the technical side (start the webcast, push polls, push notifications to attendees through chat).
Moderator/MC = The on-screen MC of the webcast (welcomes attendees, introduces presenters, reads questions from audience to the presenter to answer)
Presenter/Lead SA = DRI from the SA team
Presenter 2 = Opening SA presenter
Presenter 3 (optional) = Second SA Presenter if not lead SA
Q&A Coordinator = SA responsible for coordinating Q&A
Q&A Support = SA responsible to help answer questions
Q&A Support 2 (optional) = SA support for more advanced classes
FMM 2 = Timekeeper, and Q&A transcribing from Zoom to Slack and back to Zoom

Virtual Workshop Epic Code

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 
* [ ] [Optional: 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
* [ ] [Optional: Landing Page Copy Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=landing-page-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)
* [ ] [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 
* [ ] [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"

Virtual Workshop Set-Up

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.

Virtual Workshop Logistical Set-Up

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.

LIVE Webcast Registration and Tracking

Setting up the Webcast in Marketo/SFDC and Integrating to Zoom

DRI: FMC

This includes the program, SFDC, Zoom, landing pages, and emails as they are templatized to operate from the Marketo My Tokens level.

Create the workshop program in Marketo by cloning the appropriate Marketo program for the type of workshop:
Complete the rest of the steps as outlined in the webcast setup instructions. Note there are more tokens to complete for the workshop and details for each are contained in the token value area.
Populate the {{my.democode}} token with the redemption code provided by the Lead SA in the Webcast Prep issue.

Test Your Setup

DRI: FMC

Please follow the instructions here.

Marketo Landing Page Setup

DRI: Verticurl

Complete the Marketo tokens specified here.
Follow the landing page setup instructions here.

Workshop Invitations

DRI: Verticurl

Once the tokens are updated in Marketo, the invitation and sales-nominated emails should be ready.
Approve copy and send samples to the FMM for review and approval.
Once approved, activate the sales-nominated invite to send each weekday until the day of the workshop.
Go to the Lists folder and edit the Target List smart list and input the targets provided by FMM (typically in the copy doc).
Once you get approval on the sample email copy, schedule the email programs.

Pre-Event Demo Environment Demo Code and Reminder Email

DRI: Verticurl

FMCs will have already added the demo code from these instructions.
Provide the sample email to the workshop owner for final review.
3-4 days prior to the workshop, send the 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.
- Note that this started as a week prior email, but we are currently testing a few days prior (in the same week, after the weekend) to see if there are fewer login issues on this schedule.

On-Demand for Workshops

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.

Workshop Registration Caps and Closing Registration

DRI: FMC and FMM

The GitLab demo environment can currently support up to 500 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. Once capacity is reached, the FMC will close registration by following the below instructions.

Note: If there are remaining invite issues still open once capacity is reached and registration is closed, the FMC will note this in any remaining invite issues and close the issues.

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:

Click into your event's Marketo program
Click into Assets
Click into Registration Landing Page
Click "Edit Draft" on the landing page in Marketo
Under "Variables" on the right side panel, toggle Hero 2 Visibility to "Visible". This adds the language that the event is at capacity.
Toggle 2column visibility to "Hidden". This removes all existing content, including the form, from the page.
Toggle flex 1 Visibility to "Visible". This adds the landing page content back onto the page, without the form.
Click "Preview Draft" to make sure everything looks accurate.
Click "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.
Check your live landing page to make sure the content displays correctly and the form has been removed.

Field Marketing Process: How to Execute a Virtual Workshop

Pre-Event Set Up

DRI: FMM and FMC

Review the current workshops and identify if what is offered meets your criteria or if a new workshop needs to be created to meet your objectives.
Current Workshops available include:
- DevOps Automation Workshop: This is a basic 101 introduction to GitLab designed to encourage customers to try us out and move sales from considering to buying.
- Program and Portfolio Management Workshop: This workshop is designed to assist project and portfolio teams to gain first hand knowledge into the teams and projects aligned with ongoing business initiatives when using GitLab.
- Security Workshop: This workshop is intended to be a hands-on event for existing and new users of GitLab. Its focus is Security / Shifting Left.
- Advanced CI/CD: This workshop is a deep-dive workshop on Advanced GitLab CI/CD to enable you to take your automation game to the next level and provide thought leadership within your organization. CI Experience Required.
- Jenkins Migration Workshop: This workshop is a hands-on demo and guided lab showing moderate to advanced Jenkins/GitLab users how to convert both freestyle jobs and Jenkinsfiles in Jenkins into GitLab’s .gitlab-ci.yml format.
Identify if a workshop is currently planned that might support your needs. Click here to view calendar of scheduled events.
Work with Customer Success team (SAs) to identify the lead instructors/presenters. You must have your lead instructor identified at this time and work together to select a date.
Once a date has been confirmed, Lead SA must coordinate with the Demo Systems Engineer (Jeff Martin) to obtain the demo environment redemption code and discuss SLAs to ensure demo meets code requirements.
If the audience is account centric, if you are not doing paid social media, or need your own workshop due to your account goals, consider Self-Service without Promotion. Sales can run on their own, or with field marketing. If not, then it would qualify as a Webcast. Click here for virtual events decision tree for more information.
Work with the Sales Team to identify who your Moderator (MC) will be; recommend this be one of your SALs. Moderator will set the tone for the workshop as well as introduce presenters throughout the event and announce poll questions/answers.
Create a Zoom License Request
- The date reservation request must be submitted no less than 32 business days prior to event date for existing copy and content and 45 days prior to the event date for new copy and content.
- For workshops, the moderator and lead SA must be secured in order to reserve the date.
- The FMC will assign/confirm the date of the webcast according to this process.
Once you have obtained a Webcast date, create a Field Marketing issue for a virtual workshop utilizing the Virtual Workshop Template.
FMM will ping FMC to create epic and sub-issues (linked in epic code).
Once the FMC has created the sub-issues they are responsible for (broken out in the epic code), they will then ping the FMM to create any of the optional sub-issues they may require (also broken out in the epic code).
FMC and FMM will assign the due dates for their appropriate sub-issues according to the SLA workback schedule
Once Verticurl creates the landing page, they will ping the FMM to review. Once the landing page is live, the FMM will ping the FMC to add the workshop to the GitLab Events Page utilizing this step by step guide. FMC also to make sure the landing page is linked in the epic.
FMM to create the Template for Certification of Completion
Note about Optional Issues:
- Account Based Marketing Request for Demand Base Display Ads - If you select this option (template linked in Workshop epic code), you will need to work with Sales Teams to decide who your target audience is before completing the request to ABM Team. Ads need to be created by design and handed to Demandbase for launch of the campaign. Note the time to launch estimate specified in this issue does not include the SLA for design.
- For workshop design requests, you have the option of opening a Marketing Design Request or utilizing Canva in a self-serve capacity (see below for Canva instructions and templates).
Review Marketing Copy Doc - Update copy for landing page, emails, update the times, dates, redemption code in the 1-week reminder emails. Note that changes to the landing page or email copy will require the 45 day SLA noted above for new copy/content.
- If new content: Work with Presenters/Instructors to create presentation slides, labs, demos, as well as copy for landing page and emails.
- If existing content: Work with Presenters/Instructors to update presentation slides.
FMM DRI to work together on developing the script for MC within the Dry Run document utilizing the Dry Run Template.
- FMM also needs to compile Presenter’s Bio’s to include in the script for MC to announce as a brief introduction during the workshop before they begin their portion.
- For more details, please review the Workshop Dry Run and Q&A Section below.
FMM to fill out Dry Run Template with roles/responsibilities/quick links and more.
FMM will need to create the Intro and Transition Slidedeck and Lead SA to create remaining Workshop slides and update content in the Workshop Google drive here.
Pre-Event and Post- Event Surveys
- We utilize these standard pre-event surveys for each existing workshop type. These are the surveys that are linked in the Marketo templates and will added to the Zoom setup by the FMC.
- Update/Create Post event survey questions and google form. Click here for an Example
Create/Review polling questions for the event in the Prepare for Webcast Issue the FMC has opened. Reference the parent epic for suggestions/previous polling questions/when to launch and more. Once you have your polling questions finalized, ping the FMC in the issue to let them know.
Sales Nomination Information: The Sales Nomination process is critical to the success of the workshop as a sales tool to nudge accounts across the finish line or create conversation points. Video instructions on how to Sales Nominate can be found here. Best practices can be identified in the epic but the FMM will need assign due dates in the invite issue according to the workback schedule to request the email is ready at least two weeks prior to the marketing email invites.
Once a date is set with the Lead SA and FMM, continue to work with the Customer Success/SA teams to confirm who will lead each session, confirm 2-3 additional SAs for Q&A and provide the complete team in the Dry Run Scheduling Issue.
- Please note for the Advanced CI/CD workshop you really need three (3) dedicated Q&A SAs to support the level and number of questions in addition to the presenters and two (2) FMMs are needed and must support transferring Q&A from the zoom webcast to the slack QA channel and back to the answers.
Create Event Slack Channel for the team to discuss details, logistics, etc.
FMM Create Q&A Slack Channel for the event (example channel: #2020-virtual-workshop-qa) to triage questions/responses from the event.
If you have budget and would like to host a virtual raffle, please follow the following process: Select the items (recommend 3 prizes total) you’d like to give away. Include the items in the Transition Slide Deck to have the MC announce at the beginning of the event and at the end. For those who attend the entire event will be eligible for the raffle. You will need to provide the attendees with a code word at the end of the event via the Chat feature in Zoom Webcast during the beginning of the Closing / Final Q&A portion of the event along with the URL to the post-event survey. In addition to adding a question at the end of the Post-Event Survey (click here for example of post-event survey) that allows the attendees to enter the code word.

Canva

DRI: FMM

Use GitLab's Virtual Events Promotional Templates on Canva.
Follow the directions on the first slide of the template.
Once your image is made, click the "share" button, followed by the "download" button, and you've made your promotional image!

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.

Workshop Pathfactory Tracks

DRI: FMC

Overview

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.

Pathfactory Training References

Pathfactory Handbook Page
Pathfactory Author Training
Adding Content: 5:50 min mark
Cloning Tracks: 16 min mark for target track (workshop tracks are set up as target tracks)

Uploading the Presentation Deck

Once you have the final workshop presentation deck, follow the below instructions to add that content to Pathfactory.

Click on Add Content button in upper right corner of the screen
Upload your presentation file
Add a Title for your content (example - CI/CD Workshop 1/12/21 Presentation Deck)
Duplicate the name you created in the Title field in the Name field further below under Internal Configuration. These two fields should match.
Add brief Description
Leave SEO Title blank
Content 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.
Don’t adjust Scoring
Adjust to the appropriate Language utilized in your content
Business 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 added
Industry 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 blank
Move to the right-hand pane and add any appropriate topics for your content. Important: Do NOT select any topics marked as Smart Topics. Usually content will have 1-5 topics. Example - for a CI/CD workshop can you tag with CI/CD Continuous Integration and Continuous Delivery
Extracted Text is not used so you can leave whatever pulled through
You can also change the thumbnail by clicking on the thumbnail for more options
Click Done

Cloning Tracks

Note: 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.

Option 1

Click into the track you would like to clone
At the top left corner, you will see a double screen icon that indicates you wish to clone the track. Click on that icon.
Follow these naming conventions to name your new track
Parent Folder - Select the Workshop Tracks folder
Labels - Add Email
Click Clone Track
On the left hand side bar under Track 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.
To remove the existing presentation deck, click on the deck and in the bottom right hand corner, click on the trash can icon. Confirm that you would like to delete the content from your track. Note: Do not delete content from the Pathfactory library, only delete from your individual track.
Click Add Content to find/add in your previously uploaded presentation deck
Since this is a target track, you are able to move around the pieces of content in any order
Refresh any changes you make
Add your new track to the Changelog

Option 2

Click on Campaign Tools at the top of the page
Click on Target
Click on Create Target Track
Follow these naming conventions to name your new track.
Clone an Existing Track - Select the appropriate workshop track you would like to clone
Parent Folder - Select the Workshop Tracks folder
Labels - Add Email
Click Create Target Track
On the left hand side bar under Track 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.
To remove the existing presentation deck, click on the deck and in the bottom right hand corner, click on the trash can icon. Confirm that you would like to delete the content from your track. Note: Do not delete content from the Pathfactory library, only delete from your individual track.
Click Add Content to find/add in your previously uploaded presentation deck
Since this is a target track, you are able to move around the pieces of content in any order
Refresh any changes you make
Add your new track to the Changelog

Adding the Track to Marketo Token and Checking Follow up Email

When you are in your newly cloned Pathfactory track, go to the top left corner and click on the Get Share URL icon. Copy the URL link. You do not need to add a Query String.
Click into your campaign’s Marketo program and update your Pathfactory Slide Link token to your newly cloned Pathfactory track URL.
Helpful Hint: Once you receive final slides from the FMM and add to the Pathfactory track, it's a good idea for you both to go back to your follow up email test (email also available to preview in the Marketo program) and make sure the presentation link button in the email is taking you to the correct Pathfactory track with updated presentation.

Workshop Dry Run and Q&A

DRI: FMM

Q&A for the Virtual Workshops is handled via the Q&A feature of Zoom, due to the volume of questions received. We will tell attendees multiple times throughout the event to direct questions to Q&A.
We do not use chat for attendees to communicate on this event. However, the Host will push webcast specific details via chat
What we found works best is to have a person who coordinates the questions and answers. This person will copy questions from Q&A into the Slack channel determined during the dry run and any available SA will answer it in a thread. The Q&A coordinator should be someone from the SA team who can identify questions that are best to answer live, best to answer offline, and best to answer in writing.
A coordinator makes it so we avoid answering over each other. We also have some canned responses that can be copied and pasted in.
The Q&A coordinator should be determined on the dry run and recorded in the dry run document.

Details on Slack Question Management

DRI: FMM

Coordinator will copy all questions into Slack.
If a question looks good to answer live, mark it as “Answer Live” in Slack (so no one else starts work on it), then in the Q&A window.
Only the Q&A Coordinator should enter answers into the Q&A box in Zoom. SAs will answer in the thread and indicate the answer is ready to give to attendees using the emoji system noted in the channel.
If a question is marked to answer live, do not touch it until AFTER it is read and fully answered.
Q&A support will respond in threaded comments while using the following emojis:
- Working: :thumbsup:
- Answered and ready to be posted into Zoom: :heavy_check_mark:
- Answer has been posted in Zoom: :white_check_mark:
- Need Help Answering: :sos:
- Answer Live: :microphone:
Questions may be held in queue until the coordinator wants them answered. For example, a question may come up during the basics presentation that makes more sense to answer during the CI/CD session. The question will sit unanswered in the queue until then.
Be comfortable with questions not being answered right away. It is up to the coordinator to determine when to answer and who will answer.
Follow-up with attendees who we say we’ll follow-up with. The person responsible for follow-up will be determined during the dry run.
Questions asked by attendees are not visible to other attendees until the answer is written. Answer live questions are visible.
You may also dismiss questions by hovering over them and hitting “Dismiss”

During Event

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.

Day of Event Coordination

DRI: FMM

Field Marketing is the Host of the workshop and runs pre-event check, ensuring all speakers are able to properly display slides and are heard. This time is also to address any last minute questions from the team executing the event.
Field Marketing helps support by placing questions in the designated slack channel for Question Coordinator (Lead SA) to assign SA’s to answer the question. The slack channel allows other SAs to jump in if they have some free time in their day and it allows an easier point of discussion. Once a question is answered, the Question Coordinator (Lead SA) will place the answer in the Q&A section of the Zoom webcast queue.
FMMs will at times need to update the Introductions & Transitions Slide Deck with the accurate time of the break. This can be updated in advance but the presentations before the Break slide in the deck can run long or short due so advise for the FMM to update in real-time.
FMMs will need to list the following in the Chat feature of the Zoom Webcast live during the beginning of the Closing / Q&A section of the event once the MC announces the raffle prizes:
- Shortened URL of the Post-Event Survey
- Code word to list in the Post-Event Survey for the attendees to be eligible to win one of the raffle prizes
- Add promotion of upcoming workshop dates

Time Keepers

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)

Workshop Communication to Attendees During Event

DRI: FMM

Each presenter will present from their own computer and share their screen.
The moderator will show the agenda slide with demo instructions during the intro and welcome.
When we go live, the host (person running the technical side of the webcast) will push the demo instructions to chat throughout the first two presentations. The exact copy is available in the dry run agenda because the specific demo code must be entered.
Throughout the presentation, the host will also push a Q&A reminder to chat: "If you have any questions or technical issues, please use the Q&A function to submit your question."
At the end of the session, the host will push the post-event survey through chat. The copy is available in the dry run agenda as the specific post-event survey link must be provided.

Post-Event

DRI: FMM

Close out reporting
Raffle award closing
Close issue

Logging in to the Zoom Webcast Account

For many post-event tasks, you must be logged in to the Field Marketing Zoom Webcast account. To do this:

Navigate to zoom.com on your web browser
Click on My Account which will log you into your personal Zoom account
Click on your account picture at the top right hand corner
Click Sign Out
Click Sign In and utilize the Zoom Webcast Login that is saved in the Marketing 1pass
You will then be signed in to the Zoom Webcast Account
Remember to log out of the Zoom Webcast Account when you are done and sign back in to your personal Zoom account

Closing out Workshops

DRI: 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:

The attendee list with contact information (see instructions below)
The Post Event Survey results
The data from Zoom Q&A queue (FMMs to pull this data utilizing the below instructions)
Workshop recordings should be posted to the shared drive.

Finalizing Presentation Deck

Send final presentation slides to your FMC for Pathfactory track upload. This is needed as soon as slides are final as Pathfactory track is linked to follow up email.
Helpful Hint: Once your FMC adds the slides to the Pathfactory track, it's a good idea for you both to go back to your follow up email test (email also available to preview in the Marketo program) and make sure the presentation link button in the email is taking you to the correct Pathfactory track with updated presentation.

Pulling attendee report, Q&A report, and recording

In the webcast account, click Webinars > Previous Webinars
Select the webinar you would like to pull reports for.
Scroll down to the bottom of the screen and click View Attendee Report
Select the live workshop date (you will see two, one for the dry run, one for the live event). You’ll know it is the correct one because it will have more attendees.
Click Generate CSV Report
From the same screen, select Q&A Report
If your event does not pull into the display automatically, enter the webcast ID OR enter the date of the event
Select the workshop you would like the Q&A report for
Click Generate CSV Report

Downloading the Recording

In the webcast account, click Recordings on the left side navigation.
Find the workshop you would like to download the recording for either by searching for the date or entering the workshop ID.
Click the More button next to the workshop name and select Download

How to Consolidate the Data:

DRI: FMM

Attendee Report: White you are already logged into the webcast account, download a copy from SFDC. The email address will be the key to consolidating the data. Load into the field marketing event template
Post Event Survey: Create a new worksheet in the Event template and put the Post event survey responses in a new worksheet
- Consolidate the data points with Concatenate formulas. The formulas need to capture the question and the individual responses. For example: =CONCATENATE($C$1&": "&C2&" | "&$D$1&": "&D2&" | "&$E$1&": "&E2&" | "&$F$1&": "&F2) This will capture a summary for each question
- Note: Sometimes google sheets can only build two or three questions before it stops working so you often need to build a few of these to capture all of the data points. If this happens build a final summary to put all of this together.
- When this is complete, copy and paste values of the final answer, into an empty column agencent to the email address.
Transfer Consolidated Post event Survey into Attendee list:
- To do this you are matching email addresses, and adding the values of the concatenated formulas from the Q&A sheet and entering it into the attendee sheet
- Move the values of the final concatenate formula from the last column to a column next to email addresses
- In the attendee worksheet, use this vlookup by going to the cell in the attendee sheet you want to populate and place this formula: =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.
- Copy the value of the answer into the next column and mark as Q&A Value
Q&A Report: In the event customers asked questions in the chat room, refer to the Q&A report to get the email, full name, question and answer
- Add this report as a new worksheet to the event spreadsheet
- Begin building consolidating the questions/answers for each line using a Concatenate formula
- Check if a customer asked multiple questions and consolidate all of their Q&A into one line
- When you have all of the data for each attendee you are ready to bring it over to the attendee workshop
- In the attendee workshop use the same vlookup function as you did with the Survey data. Build in a column and bring the Q&A into the attendee report
Consolidate: Consolidate all of the information into the notes column and submit a clean list upload issue noting that the attendees already exist in the system this is just to add data points.

Raffle Awards Closing Process

DRI: FMM

At the completion of the event, take the number of attendees and add them to a random number generator to select your winner(s). You can choose how many times you would like to randomize, but usually 3 or 4 times will do it. Select the number of winners based on your prizes from the top of the list.
Once the winner(s) have been selected, send an email (click here for template) to the winner(s) to notify them that they’ve won and collect an address to ship the prize to. Option to CC the SAL who is tied to the account to allow them visibility / allow for possible follow up meeting.
Once you have the responses from the winner(s), ship the prizes, delete the email with the address and if possible do not save the shipping address in your Amazon/Best Buy account or delete immediately after delivery.

Event Close Process

DRI: FMM

Normal FM close process: Send follow-up email, gather recap information from the team and close the issue.

Proposing New Virtual Workshops

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**

Changing a Workshop Date or Cancelling a Workshop

For details on this process, please reference this section.

Field Marketing Workshop and Webcast How to

Maintained by:

On this page

Overview of Zoom Virtual Event Types

Hosted on Personal Zoom Accounts

Self-Service with or without Promotion

Hosted on Field Marketing Zoom License

Virtual Workshops

Virtual Workshop SLA

Buyer Progression Webcasts

Buyer Progression Webcast SLA

Hosted on Hopin

Virtual Conference - Self-Hosted

Additional Virtual Event Details

Securing a Virtual Workshop or Buyer Progression Webcast Date

Securing a Virtual Workshop or Buyer Progression Webcast Dry Run Date

Buyer Progression Webcasts

Ownership of Buyer Progression Webcast Tasks

Buyer Progression Webcast Epic Code

Buyer Progression Webcast Setup

Step 1: Configure Zoom

Logging in to the Zoom Webcast Account

Hosts Versus Panelists

Zoom Configuration Training Video

Zoom Configuration Instructions

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

Marketo Program and SFDC Campaign Setup Training Video

Create Program in Marketo

Connect the Marketo program to Zoom via launchpoint integration

Create campaign in Salesforce

Step 3.A: Update Marketo Tokens

FMC Tokens

Verticurl Tokens

Step 3.B: Turn on Smart Campaigns in Marketo

Step 3.C: Create the Landing Page

Adjusting number of speakers in Marketo landing page

Step 4: Webcast Invitations

Step 5: Test Your Setup

Removing Test Registrations

If Integration Fails

Post LIVE Webcast

Converting the Webcast to an On-Demand Gated Asset

Test your follow up emails and set to send

Multiple Timeslot Webcast

Rescheduling a Webcast

Cancelling a Webcast

Virtual Workshops

Ownership of Virtual Workshop Tasks

Definitions Throughout this Page

Virtual Workshop Epic Code

Virtual Workshop Set-Up

Virtual Workshop Logistical Set-Up

LIVE Webcast Registration and Tracking

Setting up the Webcast in Marketo/SFDC and Integrating to Zoom

Test Your Setup

Marketo Landing Page Setup

Workshop Invitations

Pre-Event Demo Environment Demo Code and Reminder Email

On-Demand for Workshops

Workshop Registration Caps and Closing Registration

Field Marketing Process: How to Execute a Virtual Workshop

Pre-Event Set Up

Canva

Workshop Pathfactory Tracks

Overview

Pathfactory Training References

Uploading the Presentation Deck

Cloning Tracks

Option 1

Option 2

Adding the Track to Marketo Token and Checking Follow up Email

Workshop Dry Run and Q&A

Details on Slack Question Management

During Event

Day of Event Coordination

Time Keepers

Workshop Communication to Attendees During Event

Post-Event

Logging in to the Zoom Webcast Account

Closing out Workshops