From 6d016be007bf069a8257242022cff1fd7a516246 Mon Sep 17 00:00:00 2001 From: John Mertic Date: Wed, 9 Sep 2026 09:09:56 -0400 Subject: [PATCH] Add webinar guidelines Signed-off-by: John Mertic --- docs/webinar.md | 104 ++++++++++++++++++++++++++++++++++++++++++++++++ 1 file changed, 104 insertions(+) create mode 100644 docs/webinar.md diff --git a/docs/webinar.md b/docs/webinar.md new file mode 100644 index 0000000..4b10469 --- /dev/null +++ b/docs/webinar.md @@ -0,0 +1,104 @@ +--- +title: Webinars +parent: Groups +--- + +# OpenChain Webinar Guidelines + +* TOC +{:toc} + +## Purpose + +These guidelines provide a simple framework for organizing and supporting webinars related to OpenChain activities and community initiatives. + +The goal is to: + +* Support educational and community-driven webinars +* Clarify responsibilities between OpenChain and external organizations +* Define common webinar scenarios and support options +* Provide a consistent and transparent process + +## Webinar Scenarios + +### OpenChain-Hosted Webinar + +#### OpenChain-Hosted Webinar using LFX + +OpenChain hosts the webinar using the LFX platform, as a regular meeting. The webinar will appear on the OpenChain Public Calendar for community members to join. + +Individuals interested in organizing a webinar should send an email to with the following information: + +- Webinar title +- Speaker information +- Abstract +- Webinar format (e.g., one speaker, two speakers, Q\&A between sections, Q\&A during the final 10 minutes, etc.) +- Proposed date and time +- Whether any project mailing lists should be invited + +The OpenChain Executive Director must approve the proposed webinar before preparation can begin. +OpenChain provides the hosting platform, but the organizer is responsible for the webinar content and for promoting the webinar. OpenChain may amplify promotional efforts through its social media channels. +By default, webinars will be recorded and posted on the OpenChain website. + +#### OpenChain-Hosted Webinar using LF services + +The webinar is hosted using Linux Foundation webinar services and platforms. Additional information is available in Annex 1\. + +Typical support may include: + +* Webinar hosting platform +* Registration management +* Event promotion through OpenChain and Linux Foundation channels +* Recording and post-event distribution +* Basic event coordination support + +As these services incur a cost, their use must be approved by the OpenChain Governing Board. +The OpenChain ED must approve the proposed webinar before preparation can begin. To request this option, send an email to support@openchainproject.org and you will be connected with the Linux Foundation Webinars Team. + +### External-Hosted Webinar with OpenChain Promotion + +An external organization hosts and manages the webinar independently, while OpenChain participates in the preparation process to ensure appropriate trademark usage in accordance with OpenChain policies. + +Typical support may include: + +* Sharing the webinar through OpenChain communication channels +* Listing the webinar on community calendars or mailing lists +* Limited coordination support, if needed + +The OpenChain ED must approve the proposed webinar before preparation can begin. The external organization remains responsible for webinar execution, logistics, and promotion. + +## Annex 1: LF Webinar services + +Here’s an overview of our internal webinar process that we run for LF project sponsored webinars. + +**Production Timeline \+ Choosing a Date & Time:** + +* We run a 5-week production timeline for all our webinars which gives our team enough time to promote the event +* Once a date has been set, we will provide you with the full production timeline and a list of deliverables and due dates +* Webinars are scheduled Tuesday-Thursday, and we recommend starting between 7:00 AM \- 12:00 PM +* Webinars are scheduled for 60 minutes, which includes time for your presentation and Q\&A +* We hold a 30 minute practice session directly before the webinar begins, so speakers should plan to be available for 90 minutes on the day of the event +* Here's an example of a webinar scheduled to start at 8:00 AM PT + * Practice session 7:30 \- 8:00 AM PT + * Webinar live: 8:00 \- 8:50 AM PT + +**Content:** + +* We’ll provide a Google Doc for your team to fill out during the webinar planning process +* Sponsors will choose their topic to present and will add the title, abstract, and speaker information to the planning doc +* We recommend having about 50 minutes of content planned, which leaves 10 minutes for Q\&A +* Some popular webinar formats include presentations, town hall discussions, or demos +* If you want to run a poll during the webinar, you’ll need to provide us with the questions and answers in the planning doc +* You can view examples of past internal webinars on the [webinar homepage](https://www.linuxfoundation.org/webinars) and filter Webinars on Demand \> Companies \> Linux Foundation +* You’re more than welcome to have multiple speakers +* Our team will provide a moderator who will run the practice session, do an intro at the beginning of the webinar, monitor the recording and keep an eye on Q\&A, and will do an outro at the end of the session + +**Webinar Promotion & Assets:** + +* A landing/registration page will be built on the [webinar homepage](https://www.linuxfoundation.org/webinars) +* Our team will create promotional graphics that will be shared with the sponsor +* We will create and send a marketing email 1 week prior to the webinar, and 2 rounds of social media posts that go out 1 week and 1 day before the event +* After the webinar, we will provide the sponsor with a list of registrants and attendees which include their name, email address, job title, company, and country +* The webinar will be recorded and added to the landing page and LF YouTube channel + +The cost of the services for LF projects is $3,000.