Webinar Production Pipeline Template
Launch every webinar without last-minute chaos
Running webinars with a lean marketing and revenue squad usually means chasing decks, tech checks, and follow-up promises across docs and chats. This Instaboard pipeline is built for demand-gen leads shipping recurring webinars who need every owner, asset, and deadline visible on one canvas. Start with a shared brief, keep speaker prep cards synced, and let labels show who owes the next move. Attach files, notes, and recordings to the card where work happens so the team stops guessing whether the stream is ready. When the broadcast ends, the same board turns into your follow-up runway.
- Assign owners and due dates as cards advance
- Filter Keynote, Sponsor Asset, and VIP tags instantly
- Keep decks, promos, and replays attached to work cards
- Collapse rehearsal notes so moderators stay focused
Start in Get Started
Open the Get Started section and read the Start-Here card to understand how the pipeline flows. Duplicate the Webinar Brief template for your upcoming event and drop it into Strategy & Goals. Assign the program owner and set the live date as the card due date so the countdown is visible. Add labels like Keynote or Partner Spotlight to signal the format everyone should prep for. Attach the working brief or audience research to the card so collaborators start with the same context.
Lock the story and speakers
Move the brief into Content & Speakers once messaging is approved. Duplicate Speaker Prep Packet cards for each presenter and assign whoever owns the relationship. Log prep call dates in the due date field and attach the slide deck so you stop chasing files. Use the description for final talking points and add task checkboxes for items such as bios or AV confirmations. Indent Moderator Q&A cards under the session so you can collapse topics during rehearsal.
Launch promotion and watch registrations
Create Promotion Asset Task cards for every channel and shift them into Promotion & Registrations. Tag Sponsor Asset deliverables so partners can filter their obligations. Attach copy docs, creative exports, or tracking links directly to the card instead of scattering URLs. Add quick metrics in the card notes when you cross registration milestones so stakeholders see momentum in board history. Stage the drip by setting due dates for the email blast, paid social, and partner co-marketing pushes.
Run rehearsals and go live
Move deliverables into Dry Run & Tech Check and flip cards to tasks so checkboxes track rehearsal clearance. Add line items for audio test, screen share, and timing, checking them off as each speaker passes. Attach the rehearsal runbook and recorded dry run to the same card everyone references. On event day, drag cards into Live Broadcast Day so the control room follows the run of show in real time. Capture standout audience questions in the live monitoring card and tag them for follow-up.
Close the loop fast
Drag cards into Post-Webinar Follow-up as soon as the replay exports. Duplicate the Follow-up Action template for attendees, no-shows, sponsors, and internal recaps. Attach the replay link, survey PDF, and lead CSV to the matching cards so sales can work immediately. Retarget hot prospects by tagging cards with VIP Follow-up or On-Demand and filtering the board. Update due dates as nurture emails go out so nothing stalls after the stream.
What’s inside
Strategy & Goals list
Kick off with the Webinar Brief template so the whole team sees audience, goal, CTA, and live date in one card instead of a drifting doc.
Speaker prep toolkit
Speaker Prep Packet cards store prep call dates, AV notes, and the slide deck attachment so nothing hides in email.
Promotion control center
Promotion Asset cards hold channel owners, scheduled send dates, and creative files while labels show partner commitments.
Dry run checklist
Dry Run & Tech Check keeps rehearsal tasks with checkboxes and indenting so timing stays tight before broadcast day.
Post-event follow-up lane
Follow-up Action cards pair replay links, surveys, and lead exports with owners for fast sales handoff.
Why this works
- Enforce ownership transitions by combining due dates with visible stage moves
- Centralize every file and link on the card that needs it
- Highlight critical formats and partners with reusable labels
- Capture live-day learnings in context for faster post-event follow-up
FAQ
Can I reuse this for a recurring webinar series?
Yes—duplicate the board per series or create a new section per quarter, then duplicate the Webinar Brief and Follow-up Action cards so each episode keeps the same structure.
How do we track sponsor deliverables alongside program work?
Apply the Sponsor Asset or Partner Spotlight labels to any card, attach the promised asset, and filter the board so partner commitments never slip.
What if parts of the webinar are pre-recorded?
Tag those cards with On-Demand, attach the finalized recording, and note the planned playback time before moving them into Live Broadcast Day.
Does this connect with our marketing automation tool?
Store UTM links or campaign IDs inside the Promotion cards and link to the automation program; the board keeps the checklist while your platform handles sends.