Webinar protocols

4. Technical check

A technical review is essential to ensure the smooth execution of a webinar or online meeting. It is recommended to conduct a dress rehearsal at least one day before the event. This review should involve all key participants, moderators, speakers, and technical support staff, and should focus on testing system functionality as well as participants’ familiarity with the platform.

The first step in the verification process is testing the internet connection. A stable and high-speed connection is critical for reliable audio and video transmission. Whenever possible, a wired connection is recommended over a wireless one, as it offers greater stability and speed.

The second step is checking the audio and video equipment. Microphones and cameras should be properly configured, and lighting conditions should be optimized for clear image transmission. In addition to insufficient lighting, excessive brightness can also cause problems. Lecturers are advised to use headphones with a built-in microphone to minimize background noise.

It is also necessary to test the platform’s key functionalities, including screen sharing, presentation display, poll activation, breakout or group work, and session recording. Moderators and technical support staff should practice responding quickly to potential issues, such as audio loss or the temporary disconnection of a speaker.

During the review, it is advisable to test backup options, such as an alternative access link or a dial-in phone number. All materials, presentations, documents, and links, should also be checked to ensure they are accessible and load correctly. A thorough technical review reduces stress, enhances the professionalism of the event, and ensures a positive experience for all participants, both presenters and attendees.