Webinar protocols

1. Introduction

Successful webinars and online meetings depend not only on the technical platform but, above all, on systematic preparation and clear operational rules. In a virtual environment, just as in a physical classroom, technical difficulties or issues with participant discipline may arise. While such challenges are often easier to address in a physical setting, they can be significantly more difficult to manage when participants are geographically dispersed. Therefore, it is essential to establish protocols that ensure organization, clarity, and consistency. These protocols provide a shared framework that enables everyone involved, teachers, moderators, technical support staff, and participants, to understand what to expect and what their responsibilities are.

A webinar planning and preparation protocol offers clear guidelines for organizing content and structuring each phase of the event. Clearly defined roles ensure that responsibilities are distributed appropriately and help prevent communication breakdowns. Technical checks contribute to a smooth session and reduce the risk of disruptions. A standardized webinar flow supports a logical and professional structure, while effective management of questions and discussions fosters an interactive and constructive environment. Post-session evaluation creates opportunities for continuous improvement, and security and privacy protocols safeguard data and build trust among all participants.

2. Planning and preparing webinars

Planning and preparing a webinar requires careful organization to ensure a high-quality and interactive session. The first step is to define the objectives and the target audience: it is important to clearly define what the participants need to learn or achieve and what topics we will cover. This is followed by the selection of the platform (eg Zoom, Teams , BigBlueButton, Jitsi Meet) that best suits the technical and pedagogical needs. It is necessary to determine the date and time of the webinar, taking into account the class schedule, that is, the activities that students have besides the webinar in question.

The next phase involves creating the program and structure. The moderator prepares the introduction, the lecturers prepare the content, and the technical support plans any surveys, screen sharing, or group work. It is advisable to inform the participants in advance, via email or bulletin board, and send them basic instructions for accessing and using the tools. Materials (presentations, links, scripts) are uploaded to the system in advance or shared via prepared channels. If it is necessary to share links to external sources (or those to materials located in the HEI LMS), it is necessary to prepare these links as well as a short description that is then pasted into the chat along with the link, e.g. "Instructions for using the BigBlueButton activity for recording lectures can be found here: https://cpeu.ffzg.unizg.hr/?page_id=2486" because this additionally helps students who join later or watch the webinar recording.

Special attention should be paid to interactive elements, i.e. planning moments for questions, discussion or short activities. It is a good idea to set a time in advance for each phase of the webinar, from the introduction to the conclusion. If recording is planned, the participants should be informed about it in advance.

Finally, it is recommended to prepare a backup plan in case of technical difficulties (e.g., an alternative link, a phone number to connect to, or technical support). Good preparation ensures a smooth webinar and a professional impression from the presenter and the HEI, even if (or rather - when) difficulties arise.

3. Role distribution

A successful webinar or online meeting is based on a clear distribution of roles among the participants of the organizing team. Each role has specific tasks and contributes to the smooth flow of the event. Of course, in many cases it happens that one or two people share all or most of the roles, but even then, preparation for each of these roles is important.

The moderator is the key person who leads the whole process. He opens the webinar, introduces the lecturers, maintains the dynamics and takes care of the time frame. The moderator also monitors the chat and signals when it is time for questions or discussion.

The lecturer or speaker is responsible for the preparation and presentation of the content. It is his responsibility to ensure that the material is structured, adapted to the target audience and includes interactive elements.

A technical support person ensures the functionality of the platform: checks audio and video, screen sharing, makes recordings, activates polls or breakout rooms, and helps participants with technical difficulties. In larger webinars, it is useful to have a separate person just for audience support.

Participants take an active role by asking questions, participating in polls and discussions. To ensure polite communication, it is necessary to agree on rules in advance, for example, raising your hand, using the chat option or turning on the microphone only when the moderator gives the floor or asks a question to the audience.

In some cases, there is also an organizer who prepares the entire event (invitations, registration, materials). A clear distribution of roles prevents misunderstandings and reduces the risk of technical or organizational problems.

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.

5. Standard webinar/meeting flow

A standard webinar flow usually follows a predefined structure that provides participants with clarity and a sense of organization. The session begins with participants entering a virtual room. The moderator welcomes them, checks their technical readiness, and briefly outlines the rules of participation (e.g., microphones off, how to ask questions).

This is followed by an introductory part, in which the moderator introduces himself, the speakers, and the topic. This defines the goal of the webinar and provides a rough plan for the course of events.

The main part consists of a lecture or presentation of the content, often accompanied by visual materials (PowerPoint or PDF, screen sharing, demonstrations, playing external video or audio). In this phase, it is important to maintain interactivity, use polls, raising hands or short discussions to ensure that participants are actively following the webinar.

The presentation is followed by a question and answer session, where participants can use the chat or microphone. The moderator coordinates the discussion and ensures that everyone has a chance to participate. Depending on the structure of the webinar, of course, questions from the audience can be asked before the end of the presentation or the main part, but the way the audience asks for the floor or where they write text questions (e.g. in the chat, which the moderator or lecturer later or immediately reads out loud again and answers as needed) is up to the audience.

The final part includes a summary and conclusions, an announcement of future activities, and a thank you to the participants. If the session is recorded, participants receive a link and any materials (either immediately or in a follow-up email).

There is always some flexibility in the standard flow of a webinar, but a clearly defined structure helps maintain focus and enhances a professional impression.

6. Managing questions and discussions

Managing questions and discussion is an important element of a successful webinar as it ensures active participation and interaction. The moderator plays a key role in regulating this part of the session.

First, it is necessary to establish rules for asking questions. Participants can be encouraged to use the chat, the call-to-action/virtual hand-raising function, or to ask questions live when the moderator gives them the floor. This avoids interrupting the presenter and ensures order.

The moderator should decide whether questions will be addressed immediately during the presentation or at the end in a separate segment. In practice, it is often effective to combine both approaches, with shorter comments in progress and more detailed questions at the end.

For larger webinars, it is recommended to hire an additional person who monitors the chat and selects relevant questions. She then forwards them to the moderator to avoid overloading the lecturer.

During the discussion, the moderator should take into account the time and balance of the participants, so that noone dominates the conversation and that different opinions can be heard and conveyed. If inappropriate comments arise, the moderator has the right to turn off the microphone or warn the participant.

Finally, it is a good idea to summarize the questions and comments at the end and tie them back to the main topics of the webinar. This encourages a sense of engagement and ensures that participants receive clear answers.

7. Evaluation after completion of the session

Evaluation is a key step that allows for the improvement of future webinars and meetings. After the session, participants can be offered an online questionnaire in which they evaluate the content, organization, technical execution, and relevance of the topic. It is recommended to use short surveys with a combination of closed questions (e.g., a rating from 1 to 5) and spaces for open comments.

The evaluation can be carried out by the organizers themselves. This includes analyzing statistics (number of participants, duration of participation, chat interactions, use of surveys). If the session is recorded, it can be reviewed to assess the quality of the presentation and moderation.
It is also useful to organize a short team meeting immediately after the webinar. It is a place to discuss technical and organizational challenges and collect suggestions for improvements. This step allows the experiences to be fresh and easily applicable to future events.

Evaluation is not only for criticism, but also for recognizing strengths, for example clear presentations, quality discussions or effective technical support. This motivates the team for further work and ensures continuity of quality.

Evaluation results should be documented and stored, and recommendations integrated into the planning of future sessions. In this way, evaluation becomes part of a cycle of continuous quality improvement in higher education.

8. Security and privacy protocol

9. Conclusion

Protocols for conducting webinars and online meetings are the foundation of quality digital education and professional communication. They are not just administrative documents, but practical tools that help with organization, ensure transparency, and increase efficiency. When protocols are clearly set, all participants know their responsibilities, the possibility of technical and organizational problems is reduced, and communication becomes focused and effective.

In the context of higher education, protocols further contribute to academic culture by promoting professionalism, ethics, and security. Their implementation not only ensures the smooth running of an individual online session, but also builds the long-term quality of online teaching and virtual collaboration. In other words, protocols are a key tool for creating a structured, safe, and supportive online environment in which students and faculty can achieve their goals.