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How To Plan & Host Your First Webinar

A webinar is an online presentation that viewers need to sign up for in order to watch. You might see it referred to as a Masterclass, Roundtable or Live Training. Webinars are a powerful tool for delivering content and connecting with audiences in a convenient and accessible way. In this blog post, we'll explore what a webinar is and why it has become such a popular form of online communication. Here's a quick run down:

What is a Webinar?

A webinar is a live, interactive online event that allows participants to attend remotely. It typically includes a combination of audio, video, and presentation materials, and attendees can interact with the speaker and other participants through chat or Q&A features. Webinars can be used for a variety of purposes, including education, marketing, and networking.

How Does a Webinar Work?

Webinars are typically hosted using a web conferencing platform, which provides the tools and technology needed to deliver the event. The host shares their screen, presents their content, and interacts with attendees in real-time. Attendees can join the webinar from their computer or mobile device and participate in the event from anywhere with an internet connection.

Why are Webinars Popular?

Webinars have become increasingly popular in recent years due to their versatility, convenience, and accessibility. Webinars allow attendees to participate in events from anywhere in the world, at any time, making it easier to attend than in-person events. They also provide a cost-effective and scalable way to reach a large audience, which makes them ideal for businesses and organizations.

Webinars are also an effective way to build relationships with customers and prospects. By delivering valuable content and engaging with attendees in real-time, webinars can help build trust and credibility, and foster deeper connections with your audience.

Ready to plan your first webinar, but aren't sure where to start? Try taking these 8 steps:


Hosting a live webinar can be nerve-wracking, especially if you're new to public speaking or hosting online events. However, with the right preparation and mindset, you can build the confidence you need to deliver a successful webinar. Embrace the uncertainty: Finally, accept that there may be some uncertainties and unexpected events during the webinar. Rather than trying to control everything, embrace the uncertainty and be flexible. You'll find that things will work out fine and you'll feel more confident in the process.


The first step in planning your first webinar is to define your purpose. What do you want to achieve with your webinar? Are you looking to educate your audience, sell a product, or build your brand? Having a clear purpose will help you to focus your efforts and create a more effective webinar.

Find a topic relevant to your audience. Listen to what your audience has been asking, ask yourself what you’re good at, or poll your audience. We’re sure that there’s something you know that tons of people would love listening in on. Pick a topic that will resonate with your people. Make people think and get them wondering what else you have to offer them.

Once you have a clear purpose, you can start thinking about the topic of your webinar. Choose a topic that is relevant to your audience and aligns with your purpose. If you're looking to educate your audience, consider their interests and expertise. If you're looking to sell a product, consider the benefits and features that your product offers.


There are several webinar platforms available, each with its own strengths and weaknesses. Consider the features you need, such as screen sharing, live Q&A, and recording capabilities, when selecting a platform. You may also want to consider the cost, user-friendliness, and the size of your audience when choosing a platform.

There are many options available out there. This might be the biggest hang up for you simply because the tech side of this is so new to anything else. It’s not complicated once you get the hang of it, but there is a bit of a learning curve. I recommend starting with Zoom. You can progress to a dedicated webinar platform like Ever Webinar or Go To Webinar when you're ready.


People like to know that you got their registration. Set up an automation so that as soon as they opt in, they'll receive a confirmation email that gives them all the information they'll need. Include the date and the link to the webinar room or Zoom room. Here is an example of a webinar confirmation email:

Subject: You're In! 🎉

Preview Text: [Webinar Name]

Hey [Name]!

Thank you for registering for our upcoming webinar, [Webinar Name].

I'm excited to have you join us!

Here are all the details you'll need to join the webinar below:

Date: [Date of Webinar] Time: [Time of Webinar] Link to Join: [Webinar Link]

Please feel free to reach out if you have any questions or concerns.

I can't wait to see you there!

[Sign Off],

[Your Name]


A webinar opt-in page is a crucial element in your webinar marketing strategy, as it's where you'll capture leads and encourage people to register for your event. Here's what to include on your webinar opt-in page:

  • A compelling headline: The headline is the first thing people will see, so make sure it grabs their attention and clearly communicates the value of your webinar.

  • A clear and concise description: Provide a brief overview of what your webinar is about, what attendees will learn, and what makes your event unique.

  • A high-quality image or video: A visual representation of your webinar can help create excitement and build trust with potential attendees.

  • A strong call-to-action (CTA): Encourage people to take action by including a clear and compelling CTA, such as "Sign up now!" or "Save my seat!"

  • The date and time of the webinar: Clearly state the date and time of the webinar, so people know when it's happening and can plan accordingly.

  • A form to collect contact information: You'll need to collect information such as name and email address to send the webinar details and follow up with attendees.

  • Social proof: Include testimonials, case studies, or any other evidence of the value and impact of your webinars to build trust and credibility.

  • A clear privacy policy: Let people know how their information will be used and that you won't be spamming them with irrelevant emails. (Don't have a privacy policy on your website? Grab one from my go to Online Business Attorney Natalie Puglisi)


Promoting your webinar is an important step in attracting attendees and ensuring its success. This is especially important if you're planning on hosting a live webinar. Don't be afraid to promote in ALL the places, multiple times! Post on social, write a blog post, create a Facebook event. Send out an announcement to your email list and encourage them to invite a friend to attend. Here are some places to consider promoting your webinar:

  • Your Website: Your website should be the first place to promote your webinar. You can create a dedicated landing page for the event, and include a registration form, details about the event, and a countdown timer.

  • Email List: If you have an email list of subscribers, send an announcement email about your webinar. You can also send follow-up emails to remind people of the event and encourage them to register.

  • Social Media: Use your social media channels to promote your webinar. Share updates and teasers about the event, and encourage your followers to share the information with their own networks.

  • Online Communities: Participate in online communities related to your niche, and share information about your webinar with relevant groups. You can also consider collaborating with other webinar hosts to cross-promote each other's events.

  • Paid Advertising: Consider investing in paid advertising, such as Facebook ads, to reach a larger audience.

  • Collaborations: Consider collaborating with influencers, industry leaders, or other businesses in your niche to promote your webinar.

  • Event Listing Sites: Consider listing your webinar on event listing sites, such as or Eventbrite, to reach a wider audience.


Pre-schedule a reminder email in advance to make sure everyone who has signed up gets a link to the webinar room. Remember to add details like the date, time and time zone to the email. Remind people to add to their calendar and set a reminder.

Here is an example of a webinar reminder email:

Subject: It's Almost Time! 🎉

Preview Text: 24 Hours Until [Webinar Name]

Hey [Name]!

Just wanted to pop into your inbox with a reminder that [Webinar Name] will be kicking off in less than 24 hours!

I hope you're as excited as I am!

Here are the details:

Date: [Date of Webinar] Time: [Time of Webinar] Link to Join: [Webinar Link]

See you tomorrow!

[Sign Off],

[Your Name]


Now it's time to prepare for the webinar itself. Test your technology to ensure that everything is working as it should. Rehearse your presentation to become comfortable with the material and the platform. Set aside time before the webinar to answer any last-minute questions and ensure that everything is in place.

Finally - Do the thing. This is the hardest part, but you've got this! Remember to smile, be yourself and remember no one else will ever know if you forget to mention something you had in your notes.

Want an extra set of eyes on your webinar set up before you go live? A 60 minute SOS session with a Certified Launch Manager (that's me!) will help clear up all of those pre-webinar butterflies. We'll make sure you have all the back end tech & automations in place, and clear up any lingering questions you might have. You can reserve you spot HERE for only $197.



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