This note is a guide about how to conduct a session or programme through webinar- what precautions to be taken and how its effectiveness can be improved

1. How to Conduct a Programme through Webinar
During the lockdown and even afterwards, we can conduct the programmes through
webinar without calling people to the campus and the faculty can conduct it from his
home or office.
This note is to help the VAMNICOM faculty to conduct such webinar based
programmes.
PROCESS/STEPS
1. Choose CISCO WEBEX platform over Zoom – it can have up to 200 participants and
there is no time limit. It is free.
2. For hosting a meeting, you have to register with CISCO WEBEX . For this, go to
website (www.webex.com) and sign up using your email after giving a few details . You
will receive a link in your email for verification and password creation. Create
password of your choice. Once you have created password, you are ready to host a
meeting/ programme.
3. Planning the programme:
a. Decide about a topic for conducting the programme
b. Identify potential user/ users.
c. Decide about the fees to be charged- normally these webinar based
programmes are free of cost or a very nominal fee Rs. 200- 1000 is charged. In
VAMNICOM Director has allowed to conduct the programmes without fees
also.
d. Issue of certificate of participation: this needs to be decided by the faculty.
Generally, if certificate is issued, a fee is charged. That means, if certificate is
needed by the organisation / participant, a fee can be charged. For those who
don’t need certificate the webinar can be free. However, a decision can be
taken by the faculty, in consultation with the Director about this. Kindly be
aware that issue of certificate will require more logistic support which is difficult
as of now.
e. As a programme director/ coordinator, you should conduct at least one session.
But you can have guest faculty also. Identify faculty who are comfortable in
conducting online session- test check one day before if he/ she is not used to it.
f. Contact the user / some users and decide about the timings/ duration etc. The
session should not be too long – 1 ½ to 2 hour is reasonable. This is also
important because many participants who join through mobile will have limited
data packs for their connection which will not last beyond 2 hours. Have some
time cushion (15 min) for joining- as people have to join through mobile or
laptop some of them may take some time.

2. g. Once the programme is finalised, prepare a formal announcement letter like
normal announcement letter giving all the details. Please give a gap of at least
one week to 10 days between announcement and conduct of the programme.
If you want to conduct for one organisation only (customised programme) then
address the letter to them else you have to send to all the potential target group
of organisations.
h. Also include the instructions to the participants with the announcement letter
with a request to the organisation to pass on the same to the nominated
participants (see annexure)
i. Follow up with the user organisation/ organisations for nominations.
j. Prepare the link in Cisco Webex for the programme by login to your account in
CISCO WEBEX and clicking “Schedule” . You need to fill details of the meeting
like name/title of meeting, time and duration (be careful about time as by
default it shows international timing). It will ask for the emails where the
meeting invitation and link has to be sent, you can directly send it to them
through this site or you can send it through your email also. The message can
be sent by mobile to WhatsApp / message.
k. Once you get the nominations send the link to them either directly or through
the organisation sponsoring them.
3 Conducting the programme:
a. You should have a good connection- generally wi-fi data connection is better
than mobile. Among mobile connections, Jio is better than other mobile
companies.
b. Sit in a well lit room so that your face is clearly visible
c. Room should be quiet otherwise noise will affect the sound quality.
d. Use ear phones to hear the voices clearly
e. You should start the meeting 15 min before the scheduled time.
f. Start the meeting by clicking the “Start meeting” icon after 2-3 small steps
you can see the screen and your own face in a window.
g. As the participants join you can see their names and face (if they have not
put off the camera)
h. There is a control panel visible to you as host where following options are
available:
 Putting on/off your own microphone
 Putting on/off your own video
 Uploading presentation or your screen- you can show live internet
based content also
 Recording

3.  Chat- through this you can send message to everyone or a particular
participant
 As a host you can put off or on any participants microphone / video.
 Putting off microphone and video generally improves the quality of
communication.
i. When satisfactory number have jointed , you can start the webinar, by
welcoming all and introducing the programme and its schedule. If the
participants are from different organisations, you can brief the group about
composition and avoid the introduction by each participant as it may take
long time.
j. If you want to use powerpoint presentation or video, etc, you can ‘share’ it
by clcking the link.
k. Carry on the session as per the design and stop in between to check whether
you are reaching out to them or not and giving time for some questions.
l. Encourage the participants to ask questions on ‘Chat’ but then you have to
keep tracking the Chat also.
m. Conclude the session by seeking any last comment and thanking them.
4. Seeking feedback about the programme:
a. Use google forms free of cost by using https://www.google.com/forms/about/
b. It has a facility for consolidating responses also automatically.
c. You have to send it to all the participants/ request the sponsor to send it to all
participants.
5. Send a thank you letter to the sponsors/ nominating organisations
6. Report to CMDP about the programme in Monthly Progress Report

4. ANNEXURE
Instructions to be sent to all participants
Greetings from VAMNICOM
Thank you for very much for registering in Webinar on ___________ (Topic) on _____ (
dates) at ______ (time)
Participants please note the following points and strictly follow accordingly.
1. Keep a note pad and pen with you to write important points.
2. Use headphones for best result if u can otherwise in built speakers of the systems will do.
3. Click on the Webex Meeting shared link 15 minutes before the scheduled time
4. All are requested to keep their Mic on mute mode during webinar .
5. In case you want to ask questions to the guest speakers , you can write it in the chat box
of the Webex Meeting app and when guest speaker allows for questions , please raise your
hand and switch on MIC
6 The feedback form will be shared and same has to be submitted immediately on
completion of Webinar.
7. Only registered participants will be allowed to participate in the webinar and therefore
please don't share webinar link to others
8. Feel free to contact in case of any technical queries for webinar connectivity (Mobile /
email of the faculty may be given)
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