Wahine Media is seeking proposals from an independent contractor who can be our Zoom webinar and Podcast administrator for a client project from January – September 2024. There will be an option to extend an additional 12 months.
Our client is a nationally based Center of Excellence and is in the behavioral health industry. They will be continuing a series of webinars / online events and launching a Podcast in 2024. The project is in need a point person to ensure everything runs smoothly on Zoom webinars and the Podcasts are recorded and edited with professionalism.
You will be the internal point person for their online Zoom webinars and Podcast.
While you will have face time with the client, this is a sub-contract role, where you will primarily coordinate with Wahine Media in your tasks.
You will be required to attend 2 meetings per month and be available for quick on demand phone calls as new webinar / podcast dates are set.
Perfect side gig for anyone who is a Zoom webinar and Podcast pro.
Only proposals with proven experience and examples conducting / administering Zoom webinars and Podcasts will be considered.
You can be in any US time zone for this project.
Webinars
The dates for each webinar are not set, they are usually set 4-6 weeks in advance. The Zoom webinars typically run between 11am – 3pm PST. You will need to be available for the times the client schedules, or have a backup person be available in the case you are not.
There will be 22 webinars to administer between January 2024 – September 2024. The estimated time commitment is 4-5 hours per webinar.
The budget for each webinar is $450.
Webinar Responsibilities include:
- Be the Zoom webinar strategic lead
- Be responsible for ensuring webinars are technically polished and professional
- Suggest industry leading online webinar formats to the team
- Be in the know regarding all things Zoom / online webinar related
- Suggest any plugins / integrations for Zoom that will enhance the client’s online events
- Administer Zoom webinars (typically 2 but up to 5 guest speakers + host / emcee) that run 60-90 minutes each
- This is not a public facing hosting role, you will be strictly behind the scenes
- Webinars will be conducted between Jan 2024 and September 2024
- Duties leading up to each webinar include:
- Communicate with guest speakers leading up to webinar with items such as: prep list, what we need from guest speaker, and what to expect during webinar
- Be the point of contact for Zoom / webinar questions for client and guest speakers
- Host a practice session webinar an hour before webinar start time to allow emcee and guest speakers to do a dry run, work through technical issues, and conduct sound checks, ensure guest speakers have all their questions answered ahead of time
- Duties during the webinars include:
- Post messages to attendees regarding client announcements, surveys, links throughout the webinar.
- Communicate with presenters / speakers if sound or technical issues arise
- Ensure everything goes smoothly from a technical standpoint
- Post-webinar duties include:
- Communicate with guest speakers and emcee with thank you, and post-webinar check-list—gather slides, provide replay link, action items.
- Ensure slides and action items are provided with followup if needed. Send slides / action items to digital team.
Podcasts
We will be launching a Podcast in 2024, and will need your expertise in Podcast best practices and be the technical lead. The episodes will be interview format, and will aim to record the episode in as few takes as possible.
There will be a host and up to 2 interviewees for each episode. These people will be identified and provided by the client. Your role will be to ensure everything goes smoothly behind the scenes. That said, each episode will require some post-production to cut clips in and out, and weave in intros / outros. There will not be special sound overlapping effects required.
Each episode will be recorded 100% remote, so a focus of your role will be to ensure the interviewer and interviewee is prepared ahead of time to ensure we can have the best possible sound quality given the circumstances.
We can utilize Zoom if we are able to maintain high sound quality, but we will rely on your expertise to identify and use software / tools that are designed for remote sound recording / podcast production. The cost of any software required will be covered by the client.
The Podcast recording dates / times aren’t set yet, this is a new venture for the client. We are aiming to conduct 7 episodes in 2024, one each month from March – September.
The budget for Podcasts is not set, and we are seeking your proposed rates that fulfill the requirements.
Podcast Responsibilities Include:
- Be the Podcast strategic lead
- Be responsible for ensuring Podcasts are technically polished and professional
- Suggest industry leading podcast formats to the team
- Be in the know regarding all things podcast related
- Administer Podcast episodes that will be 30-45 minutes each
- This is not a public facing hosting role, you will be strictly behind the scenes
- Podcasts will be conducted between March 2024 and September 2024
- Help advise and pre-record intro and outro sound clips that will be used for each episode.
- Duties leading up to each podcast include:
- Communicate with guest speakers leading up to podcast with items such as: prep list, what we need from guest speaker, and what to expect during podcast recording
- Be the point of contact for podcast questions for client and guest speakers
- Host a pre-recording session an hour before podcast record time to allow emcee and guest speakers to do a dry run, work through technical issues, and conduct sound checks, ensure guest speakers have all their questions answered ahead of time
- Duties during the podcast recording include:
- Monitor sound quality and request repeat of question/answer if sound drops or technical issue arises
- Ensure everything goes smoothly from a technical standpoint
- Duties post-podcast recording include:
- Execute post-recording sound editing and clipping to create a full podcast episode
- Weave in intro and outro sound clips
- Export for high quality and web quality listening
- Supply files to digital team in preparation for online publishing
Please submit a proposal that includes:
- Your background / professional history.
- Your experience conducting / administering Zoom webinars with at least 2 examples.
- Your experience administering Podcasts with at least 2 examples.
- At least one reference who can attest to your experience with Zoom webinars and Podcasts.
- If applicable, any relevant experience working with clients or work in the behavioral health industry.
- Any proposed deliverables not included in this RFP that you recommend including to professionally execute the responsibilities indicated.
- Service fees and applicable taxes.
Proposals must be submitted by 9pm PST on December 13, 2023.
Interviews and proposal meetings will be conducted between December 18 – 21, 2023.
Contractor selection will occur by the first week of January, with work commencing in the second week of January.
Please submit proposals to:
Gwen Woltz
gwen@wahinemedia.com
Subject line: “RFP: Zoom Webinar & Podcast Technical Support”
