1. Roles & Responsibilities

CEDR Office (Lead Coordinator)

• Owns overall webinar coordination and delivery
• Schedules the meeting and manages the technical setup
• Controls screen sharing and slide progression
• Moderates Q&A and chat (or assigns a moderator)
• Opens and closes the session
• Handles recordings and post-webinar follow-up

 Chair / Moderator

• Provides strategic framing of the webinar
• Introduces speakers (no self-introductions unless invited)
• Manages time and transitions
• Facilitates discussion and Q&A

 Speakers / Presenters

• Contribute content using the CEDR PowerPoint template only
• Rehearse timing with the moderator if requested
• Focus on content delivery, not technical setup

2. Standard Slide Policy

To ensure a coherent and professional experience:

• All presentations must use the official CEDR PowerPoint template
• Slide layouts, fonts, colours, and structure must not be altered
• Slides are submitted to the CEDR Office at least 5 working days before the webinar
• Late changes are only accepted in exceptional cases

3. Technical Requirements (Mandatory)

To avoid disruptions experienced in past webinars, the following are required:

• Use a stable, dedicated internet connection 
• Use a headset with microphone or an effieicnt laptop microphone
• Join from a quiet environment
• Disable notifications and background applications
• No background noise, echo, or shared rooms

     Participants not meeting these requirements may be muted by the moderator.

4. Webinar Flow (Proposed Agenda)

 Before the Webinar – 10- 15 minutes beforehand

• Technical check with speakers (optional but recommended)
• Final PowerPoint deck locked and uploaded
• Roles confirmed (host, moderator, chat/Q&A support)

 Example of a Live Session

1. Opening by CEDR Office
   • Welcome and housekeeping
   • Recording notice
   • Audio/video rules
2. Moderator Introduction
   • Context and objectives
   • Speaker introductions
3. Presentations
   • CEDR office to present the PowerPoint slides
   • Speakers focus on delivery
4. Q&A / Discussion
   • Questions via chat or Q&A function
   • Moderator selects and sequences questions
5. Closing
   • Key takeaways
   • Next steps / upcoming activities
   • Thank you and close

5. Participant Management Rules

    Cameras off by default unless invited

• Microphones muted unless speaking
• Questions submitted via chat or Q&A only
• The moderator may mute participants to preserve audio quality

• Speakers must respect allocated time slots
• The moderator may intervene to keep the session on track
• Webinars start and end on time as a matter of professionalism

7. Recording & Materials

• Webinars are recorded unless stated otherwise
• Recordings and approved slides may be shared post-event
• No unauthorised recordings by participants

8. Contingency & Quality Control

• Backup host assigned
• Slides stored centrally by the CEDR Office
• If audio quality is poor, the moderator may:
• Ask the speaker to pause
• Read slides on their behalf
• Move to Q&A or next speaker

9. Communication to Speakers (Pre-Webinar Note)

Speakers receive a short briefing covering:

• Slide submission deadline
• Technical requirements
• Role of the CEDR Office in controlling the webinar
• Expectations on timing and interaction

10. Review & Continuous Improvement

• Short internal debrief after each webinar
• Capture lessons learned (technical, format, engagement)
• Update this template annually or as needed

Disclaimer for external stakeholders invited to present at CEDR webinars: The contact details provided through the CEDR webinar participants’ lists are strictly for professional dialogue within the webinars’ scope and may not be used for commercial solicitation, promotional activities, or business development purposes.