Add webinar guidelines

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 <support@openchainproject.org> 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.