Webinar Checklist
Faculty planning to host a webinar or virtual recruitment event in Slate should review the steps below. The Graduate Recruitment team is available to assist with event setup, registration, communication, and follow-up.
Submit Required Forms
Timing & Length
Determine if additional materials will be needed, such as:
Event Request Form
- Submit the Event Request Form prior to scheduling your webinar. Be prepared to provide:
- Event title
- Date and time
- Target audience
- Event description
- Speaker(s)
- Zoom meeting link
- Inquiry collection plan (Slate manages and tracks registration and attendance!)
Access pre-written email templates to assist with drafting event communications when completing the Event Request Form.
Communications Request Form
If promotional support is needed (email campaign, website listing, or social media graphic), submit a Communications Request Form. Refer to the Communications Request Checklist for required details.
Prepare Presentation MaterialsIf promotional support is needed (email campaign, website listing, or social media graphic), submit a Communications Request Form. Refer to the Communications Request Checklist for required details.
Slide Deck
A PowerPoint or other visual presentation is strongly recommended. A slide deck:
A PowerPoint or other visual presentation is strongly recommended. A slide deck:
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Ensures key talking points are covered
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Provides structure and flow
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Can be included in post-event follow-up communication
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Keep slides clear, concise, and visually engaging
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Zoom URL
Graduate Recruitment will coordinate the Zoom registration link and ensure it is properly configured for tracking and reporting event attendance directly into Slate.
Graduate Recruitment will coordinate the Zoom registration link and ensure it is properly configured for tracking and reporting event attendance directly into Slate.
Timing & Length
- Most webinars should be scheduled for 45–60 minutes.
- Plan for a formal presentation (30-45 minutes) followed by Q&A.
- Avoid exceeding one hour to maintain engagement.
Determine if additional materials will be needed, such as:
- Program brochures (PDF format)
- Application instructions
- Links to program webpages
- Faculty contact information
Open the Session Early
- Allow participants to join 5 minutes prior to the start time.
- Begin promptly at the scheduled time.
- Welcome attendees and introduce speakers.
- Provide a brief overview of what will be covered.
- Monitor chat and Q&A throughout the session.
- Encourage attendees to ask questions.
- Clearly explain next steps (application process, deadlines, contact information).
Recording & Follow-Up Communication
- A follow-up email will be sent within 24 hours to registered attendees.
- If recorded, the webinar link and presentation materials may be included.
Slate Processing
When registration is managed through Slate:
- Registrant information is automatically entered into Slate.
- Prospective students begin receiving recruitment communications.
- Engagement and attendance data can be tracked and reported.