30+ Webinar Best Practices – Run Your Virtual Event Like a Pro

Are you tired of attending boring webinars with unengaged speakers and confusing slides?

You’re not alone!

With the rise of virtual events, webinars have become an essential tool for organizations and professionals seeking to engage with their target audience. 

Not all webinars, however, are made equal.

To stand out from the crowd and present a successful webinar, you must apply best practices that will captivate and engage your intended audience.

We’ll go through over 30 webinar best practices in this article, from planning and preparation to post-webinar follow-up, to help you create a professional virtual event that your audience will enjoy.

Pre-Webinar Best Practices

Before you even consider pressing the ‘start webinar’ button, there are a few things you need to do to ensure the success of your virtual event.

Remember that a little planning may go a long way toward making your webinar a success. Here’s a list of best practices you should consider before starting a webinar:

1. Define Your Goals and Target Audience

Before you start promoting your webinar, take some time to define your goals and audience. What are your goals for your virtual event? Do you want to educate your target audience, sell a product or service, or raise brand awareness?

Understanding your objectives can assist you in creating a more targeted and effective webinar. It is also critical to understand your audience: who they are, what their interests are, and what they want to achieve from attending your webinar.

Webinar target audience statistics
Webinar target audience statistics

You’ll be more likely to engage and connect with your audience if you adapt your content and messaging to them. Hence, before you click the ‘send’ button on your invitation, think about your objectives and audience.

2. Choosing the Right Topic for Your Webinar

The topic of your webinar is critical to attracting and engaging your audience. Begin by considering what your audience wants to learn or what challenges they may be experiencing. What concerns do they have that your webinar can address?

Most valuable topics
Most valuable topics

Consider your area of expertise or industry trends while brainstorming ideas. Remember that your webinar topic should be particular and focused; covering too many topics in a single webinar might be overwhelming for your audience.

Consider utilizing eye-catching titles and descriptions for your webinar to stimulate interest and enthusiasm. You can guarantee that your webinar is both instructive and interesting for your audience by selecting the correct webinar title.

3. Choosing the Right Format, and Structure

Choosing the right webinar format and structure is key to keeping your audience engaged and interested. There are several different formats to choose from, such as a panel discussion, interview, or presentation with slides.

10 types of webinars
10 types of webinars

Consider your topic and audience to decide which webinar format would be most appropriate and engaging. Also, think about the structure of your webinar – how will you present your information and keep your audience’s attention?

You might consider breaking up your presentation into segments or using interactive elements, such as polls or Q&A sessions, to keep your audience engaged. It’s also important to consider the length of your webinar – try to keep it to around 45 minutes to an hour, depending on your topic and format.

When considering different formats, you might want to run an automated webinar or an on-demand webinar instead.

By choosing the right format and structure, you can make sure that your webinar is both informative and engaging for your audience.

4. Choose the Right Webinar Platform

Choosing the right webinar platform is critical to ensuring a smooth and successful event. There are different webinar tools to choose from, including WebinarJam, Livestorm, and BigMarker.

Take into account the number of participants you anticipate, the features you want, and your budget when choosing the best webinar platform for your needs. Some platforms have advanced features like screen sharing, live polling, and breakout rooms, while others are very simple.

WebinarGeek poll for attendee
WebinarGeek poll for attendee

It’s also vital to think about user experience: how simple is the platform to use and navigate for both you and your attendees?

Finally, make sure to choose a platform that can handle the number of attendees you expect to have. With so many best webinar platforms available, take some time to compare and consider your options to find the right fit for your needs.

5. Pick the Best Date and Time

It is critical to choose the optimum day and time for your webinar to maximize attendance and participation from your audience. You should choose a time that is convenient for the majority of your target audience. This includes factors such as time zones, work schedules, and other responsibilities that your audience may have.

Webinar attendance by weekdays
Webinar attendance by weekdays

Be mindful of the different time zones that your attendees might be in, and choose a time that works for as many people as possible. Consider scheduling your webinar around normal business hours or in the evening, when people are more likely to be available.

It’s also important to give yourself enough time to promote your webinar in advance, so that your audience has plenty of notice to add it to their schedule.

By taking the effort to select the optimal day and time for your webinar, you can increase the likelihood of your audience participating and interacting with your presentation.

6. Create an Attractive Webinar Landing Page

When organizing a virtual event, one of the most important best practices is to create an appealing webinar landing page. This page will be the first impression your participants will see of your webinar, so it must be appealing and informative.

Add a compelling header, high-quality photos, and concise copy that clearly highlights the benefits of attending your webinar. Highlight your event’s key benefits and takeaways, and make sure your call-to-action is visible and easy to find.

SEJ webinar landing page
SEJ webinar landing page

You’ll enhance your chances of drawing a larger audience and hosting a successful webinar like a pro if you take the time to develop an interesting landing page.

7. Prepare an Informative and Engaging Content

Prepare informative and engaging content that is aligned with your chosen topic. Your content should be thorough and discuss the topic in-depth, providing valuable information and insights that attendees can’t find elsewhere.

Use a conversational tone and simple words to make the content more understandable and interesting. Use multimedia components like photographs, presentations, and movies to demonstrate your arguments and keep your audience interested.

By creating informative and engaging content that is relevant to your topic, you will create a quality experience that attendees will value and remember, increasing the probability that they will attend subsequent events.

8. Promote Your Webinar

It is just as crucial to promote your webinar as it is to create and deliver excellent material. You must have an effective webinar promotion plan in place to guarantee that your webinar reaches the proper audience and attracts the greatest number of registrants.

mailchimp webinar promotion with cohosts
Mailchimp webinar promotion with cohosts

Begin by promoting your webinar on your website, your key channels on social media, and via email marketing campaigns. Consider collaborating with influencers or other businesses in your niche to advertise your webinar to their audiences.

Make sure to emphasize the benefits of attending and use compelling visuals and copy that grabs your audience’s attention.

It’s also critical to send out reminder emails in the run up to the event to encourage registrants to come. Make sure the reminder emails include an “Add to calendar” button. This will definitely increase attendance.

By promoting your webinar effectively, you can increase your reach and attract more attendees, ultimately making your event a success. One of the most effective webinar promotion strategies is by scheduling all your social media posts. You can do that by using some of the social media management tools.

9. Different Marketing Channels to Consider

There are many different marketing channels you can consider when promoting your webinar. Social media marketing, email marketing, content marketing, paid advertising, and influencer marketing are all viable options.

Best webinar promotion channels
Best webinar promotion channels

Social media marketing is an excellent approach to reach a large number of people and communicate with potential attendees. You may utilize social media channels such as Twitter, LinkedIn, and Facebook to promote your webinar and create interest in the event.

Email marketing is another powerful channel since it allows you to reach out to those who have shown an interest in your company or product. Content marketing entails producing excellent and helpful material connected to your webinar subject in order to attract and engage your target audience.

Paid advertising may be effective as well, especially if you have a specific target demographic in mind. Lastly, influencer marketing is an excellent approach to reach out to new audiences and promote your webinar to a larger number of possible participants.

Determine which channels are most relevant to your target audience and develop a promotional strategy that makes the most of those channels.

During the Webinar Best Practices

Now that you’re ready to hit that ‘start webinar’ button, it’s essential to consider a few best practices to ensure that your virtual event runs smoothly.

Remember, preparation is key to a successful webinar. So, without further ado, here’s a list of best practices you should follow during your webinar:

10. Prepare Your Content

It is critical to prepare your content ahead of time to ensure that you have a good webinar structure. Spend time planning your presentation and organizing your thoughts into a clear and simple outline.

slides broken down to images
Slides broken down to images

This will not only help you keep on track throughout the webinar, but it will also assist your audience follow along. Try starting with an introduction that hooks them in and then dividing the essential ideas into manageable sections. To keep your audience interested, use visuals such as slides or videos to reinforce your presentation.

After all, you can deliver a more effective webinar that resonates with your audience if you have a well-planned and organized presentation.

11. Use Visuals to Enhance Your Presentation

To host engaging webinars, it’s important to use visual aids to enhance your presentation and make it interesting. Visual aids can assist you in conveying information more effectively and keep your audience engaged throughout the webinar.

You can utilize visual aids such as presentations, videos, images, and graphics. Make sure your visual aids are topic-related and easy to read and understand. The webinar host can do a lot to boost attendee engagement. Starting with greeting the attendees as the webinar starts, to running different interactions, like polls and Q&A.

Attendee view live room
GoToWebinar: How the attendee sees the webinar

Remember, an engaged audience can work wonders on your lead generation efforts as well. For example, a sales team could host engaging webinars to convert attendees to potential customers.

Hence, to have the greatest influence on your audience, use them sparingly and wisely.

12. Test Your Technology

Testing your technology before the webinar is critical to ensuring a smooth and successful event. You don’t want to be in the middle of a presentation when you run into technical issues that break your flow and cause your audience to lose interest.

Hence, before the event, be sure to properly test everything. Start by checking your internet connection; a stable and reliable connection is required for broadcasting your webinar without buffering or latency.

WebinarJam attendee webcam test
WebinarJam Attendee view: Speed test before given the right to present as speaker

You should also test your equipment, including your microphone, camera, and any other devices you plan to use during the presentation. Check that everything is working properly and make any necessary adjustments.

It’s also a good idea to do a test run-through of your presentation to check that your visuals, audio, and any other elements are working correctly. By testing your technology beforehand, you can identify and resolve any issues before they become a problem during the live event.

13. Avoid Technical Issues

There are a few things you can employ to prevent technical troubles during your webinar. First, ensure that your internet connection is stable and reliable. Whenever possible, avoid utilizing Wi-Fi in favor of a cable connection.

You should also close any unnecessary programs and windows on your computer to free up memory and processing power. It’s also a good idea to test your equipment, including your microphone, camera, and any other gear or software you’ll be using, before the webinar.

Throughout the webinar, try to keep any movement or background noise to a minimum so that the audio and video quality does not degrade. And if you do run into technical difficulties, don’t freak out. Take a deep breath, calmly fix the issue, and keep your audience updated on any delays or changes to the schedule.

By following these guidelines, you may reduce technical issues and ensure a seamless and professional webinar experience for all participants.

14. Practice Your Delivery

It is necessary to practice your delivery in order to produce a seamless and confident presentation. Practicing your delivery will help you get more comfortable with your topic, timing, and tone, resulting in a more engaging webinar.

To improve your performance, practice your presentation aloud, especially in front of a mirror or a colleague. This will give you a sense of how you come across and allow you to make any necessary improvements. You can also record yourself and play it back to see where you can improve.

When it’s time to deliver your webinar, make sure to speak clearly and at a steady pace. It’s also critical to interact with your audience and maintain eye contact with the camera. You may guarantee that your webinar is both informative and enjoyable for your audience by practicing your delivery and delivering your presentation comfortably and confidently.

15. Set Clear Expectations

Setting clear expectations is crucial to the success of your webinar.

Your audience should know what to expect from your presentation, how long it will last, what they will learn, and what they need to prepare ahead of time. This may be achieved by setting the goals of your webinar in your promotional materials and then repeating them at the beginning of your presentation.

Additionally, make sure to clearly explain the structure and format of your webinar, including any breaks, Q&A sessions, or interactive elements that you plan to include. This will keep your audience interested and attentive during your presentation.

Finally, set clear expectations around your follow-up activities, such as sharing your slides or recording, and how attendees can get in touch with you if they have any questions or feedback.

By setting clear expectations from the start, you’ll help ensure that your webinar meets the needs and expectations of your audience and that they leave with a positive impression of your content and delivery.

16. Conduct Your Webinar Properly

Now that you’ve prepared and tested everything, it’s time to conduct your webinar. One of the most important tips for conducting a great webinar is to be engaging and interactive with your audience.

Remember that they aren’t simply there to listen to you talking; they want to be a part of the conversation as well. Ask questions, conduct polls, and use interactive elements like chat rooms and Q&A sessions to encourage participation.

Most popular webinar interaction tools are: Q&A (81%); Resources for download (69%); Surverys (36%); Social (25%); Polls (22%); Group chats (10%)
Interaction tools by popularity of use

To keep your audience focused, talk clearly and confidently, and use visual aids and other supporting elements. Keep track of time and stick to your agenda to prevent losing your audience’s interest.

By following these best practices, you will be able to provide an educational, engaging, and memorable webinar.

17. Use Interactive Elements

Incorporating interactive elements throughout your webinar can greatly improve your audience’s experience. Polls, Q&A sessions, and other interactive elements may help keep your audience interested and involved in your presentation.

WebinarGeek poll for attendee
WebinarGeek poll for attendee

Polls are an excellent approach to obtain feedback from your audience and engage them in the conversation. Q&A sessions allow your audience to ask questions and receive answers in real time, which may help clear up any confusion regarding your topic.

Chat rooms or breakout rooms, for example, can maximize engagement while also providing chances for networking and cooperation. You can already break the ice by greeting your audience in the chat as they enter the live webinar room before the webinar begins.

18. Encourage Participation

One of the best ways to keep your audience engaged during live webinars is to encourage their participation. Not only will this make the webinar more entertaining and educational, but it will also make your audience feel more immersed in the event. 

Using interactive components such as polls, surveys, Q&A sessions, and chat boxes to allow your audience to ask questions, express their views and ideas, and communicate with one another is one powerful strategy. 

You may also encourage engagement by speaking in a conversational tone, soliciting suggestions, and thanking your audience for their efforts. By actively engaging your audience, you can produce a more dynamic and engaging webinar that will make an impact on your audience.

19. Dress Professionally

When it comes to webinars, your physical appearance is important. You should not disregard your appearance because you are presenting from home. Dressing properly not only boosts your confidence, but it also communicates to your audience that you take your work seriously.

Even though your audience won’t be able to view your complete outfit, dressing up may help you get in the appropriate frame of mind and make you feel more prepared. Make sure to choose something comfortable that you can sit in for the duration of the webinar.

Avoid using patterns or strong colors that may be distracting on camera. Remember that your look may have an impact on your credibility as a presenter, so dress appropriately for the occasion.

20. Allot Time for Q&A Session

When conducting a webinar, it’s important to allot time for a Q&A session. This allows your audience to ask questions, clarify confusions, and directly communicate with you.

Q&A record answer
Q&A record answer

Make a point of mentioning at the beginning of your presentation that you will take questions at the end, and encourage your audience to ask any questions they may have. 

Be straightforward, but polite while responding to questions. It’s also a good idea to repeat the question before answering it so that everyone understands what you’re talking about.

Remember that the Q&A session is a crucial element of any webinar and allows you to engage with your audience.

21. Using Visual Aids to Keep Your Participants Engaged

Aside from enhancing your presentation, visual aids can also be a powerful tool to help keep your participants engaged during a webinar.

Utilizing slides, charts, or other visual elements to break up the boredom of listening to a speaker for an extended amount of time can help break up the monotony. Nonetheless, keep in mind that visual aids should complement rather than detract from your presentation. 

Avoid using too much text in your presentations. Try illustrating your arguments using graphics or videos. Remember that your visual aids should enhance rather than distract from your presentation.

22. Record Your Webinar for Future Viewing

Recording your webinar is an excellent approach to make your content accessible to people who were unable to attend the live event. It also lets you evaluate your own presentation and improve for the next session.

MyOwnConference recording settings

Before you press the record button, ensure you have the appropriate software or platform to record your webinar. It’s also crucial to inform your audience that the webinar will be recorded so they may decide if they want to participate or watch the recording afterwards.

Once you’re done recording, make sure to save it in a secure location for future use. And if you’re planning on sharing the recording publicly, make sure to review and edit any parts that might not be appropriate for a wider audience.

Post-Webinar Best Practices

Congratulations on successfully conducting your webinar! However, the work doesn’t stop there. In fact, what you do after the webinar can be just as important as what you do during the actual event.

Here’s a list of post-webinar best practices to help you make the most of your webinar and ensure its success.

23. Schedule Follow Up Emails

After your webinar is over, it’s important to follow up with your participants. Following up not only demonstrates your interest in your audience, but it may also produce useful feedback and potential business prospects.

A simple thank-you email is a wonderful place to start, but you may go a step further by providing additional resources or materials promised during the webinar. This can contain a webinar recording, a PDF of the presentation slides, or any other useful materials.

EverWebinar follow-up email segmentation options
EverWebinar follow-up email segmentation options

Remember to solicit feedback and offer contact information in case participants have more questions or concerns. Remember that following up is an important step in developing long-term connections with your audience.

24. Analyze Your Results

Analyzing your webinar results is a crucial step in improving your next webinar. You may discover what went well and what needs improvement by tracking and assessing the success of your webinar.

WebinarGeek analytics
WebinarGeek analytics

Start by evaluating the number of attendees, their degree of participation during the webinar, and their comments. You should also monitor your webinar landing page visits to understand your sign-up rate. If you’ve built a custom webinar landing page on your own website, you can track that with Google Analytics.

Examine the data for patterns and opportunities for improvement. For example, if participants left early, the presentation may have been too long or not compelling enough. If participants give a portion low marks, try changing the topic or delivery.

Additionally, use the data to set benchmarks for future webinars and track progress over time. By taking the time to analyze your results, you can continuously improve and provide better webinars for your audience.

25. Maintain Contact with Attendees

Keeping touch with webinar participants after the event is critical for developing long-term partnerships and guaranteeing sustained participation. You can stay top-of-mind with your guests by staying in touch with them and nurturing leads into loyal clients.

Sending follow-up emails, offering access to extra materials, and inviting people to future events are all methods to stay in touch with guests.

Consider developing a community or forum where participants can network with one another and access extra learning resources to keep them engaged and interested in future events. This not only keeps participants interested, but it also fosters a feeling of community around your business or group.

You may continue to deliver value and establish long-lasting relationships by staying in touch with your attendees.

26. Share Your Recording and Other Resources

After you’ve conducted a successful webinar, it’s important to share your recording and other resources with your attendees. This enables them to go back through your presentation at their convenience and study any content they may have missed.

By sharing your recording and other resources, you’re also providing value to your attendees beyond the live event. You may distribute the video by email, social media, or your website. You can also provide extra materials, such as a presentation summary or a list of relevant articles or books.

Follow-up e-mail example
Follow-up e-mail example

This reinforces the webinar’s key takeaways and gives additional chances for learning and involvement.

27. Promote Future Webinars

After you’ve conducted a successful webinar, you can promote your next event to your audience. This helps you establish a loyal following and motivates people to return to future events.

Begin by developing a strategy for advertising your forthcoming webinars, which should include social media postings, email campaigns, and other marketing efforts. Provide a concise and attractive explanation of the webinar’s content and emphasize the value it will give to participants.

Consider providing early-bird discounts or other incentives to encourage guests to register early. By continuously marketing your webinars, you can establish a strong audience and assure your events’ continuing success.

Additional Best Practices for a Successful Webinar

In addition to the above best practices, there are a few more things you can do to enhance your future webinars. Here are some additional best practices to consider for your future webinars.

28. Prepare for Accessibility

Making your webinar accessible to everyone is critical to ensure that everyone can attend your event. Creating an inclusive atmosphere for all participants, regardless of abilities or impairments, is what accessibility entails.

You may make your webinar accessible to persons who are deaf or hard of hearing, blind or visually impaired, or have other disabilities by including accessibility tools such as closed captioning, sign language interpreters, and audio descriptions.

It is critical to ensure that all webinar attendees have equal access to the information and resources given. You may establish an inclusive environment in which everyone can fully participate and benefit from your event this way.

29. Be Prepared for the Unexpected

It is critical to be ready for any unforeseen problems that may arise. If you are not prepared, technical glitches or other unanticipated challenges can easily disrupt your presentation. That is why having a backup plan is essential.

You may begin by ensuring that you have all of the essential equipment and software. Prepare backup slides or a backup presentation in case of technical difficulties. Lastly, if any unexpected problems arise during the webinar, keep calm and be ready to address any issues as soon as possible.

You’ll be able to maintain control of the situation and keep your webinar running well if you’re prepared for the unexpected.

30. Constantly Look for Ways to Improve

Continual improvement is crucial for success in the world of webinars. It’s critical to continually aim for better and improve each forthcoming webinar.

One method to accomplish this is to reflect on each event and identify areas where changes or improvements can be implemented. This might range from the content of your presentation to how you convey your message.

It’s also critical to keep up with evolving trends and technology in order to adapt and stay viable. You can deliver a better experience for your guests and achieve more success in your future events by constantly striving to improve and learn from each webinar.

31. Take Advantage of Live Streaming Capabilities

If you want to expand the reach and impact of your webinar, using live streaming capabilities can be a game changer.

Live streaming allows you to broadcast your webinar to a larger audience while also providing a more interactive experience for those who may be unable to attend the actual event. You may live stream on YouTube to widen the reach of your webinar, and respond to the audience in real time via live chat.

Social Media for Virtual Events
Using Live Stream on Social Media

This can assist to foster a feeling of community and connection, leading to improved engagement and participation. Including live streaming into your webinar strategy is definitely worth considering, whether you’re wanting to reach a bigger audience or just create a more engaging webinar experience.

32. Be Mindful of Time Zones for Global Audiences

When presenting a webinar with a global audience, it’s critical to keep time zones in mind. One of the most difficult aspects of conducting a virtual event is coordinating with participants from all around the world.

You must verify that the webinar’s timing and date are suitable for all attendees, regardless of their location. Before you schedule the webinar, examine the time zones of your target audience and choose a time that works for everyone.

Consider using tools such as world clocks or time zone converters to ensure that you’re scheduling the webinar at a convenient time for all attendees. By being mindful of time zones, you can ensure that your webinar reaches a wider audience and provide a more engaging experience for all participants.

Key Takeaways for Webinar Best Practices

In this article, we have covered 32 best practices for hosting successful webinars. We started with preparation, including creating an outline, practicing your presentation, and having a backup plan.

We then discussed ways to engage your audience, such as promoting participation and implementing interactive components. We also emphasized how important it is to dress properly, set up time for Q&A sessions, use visual aids, record your webinar, and follow up with participants.

We also talked about the significance of analyzing your results, staying in touch with attendees, sharing your recording and other resources, promoting future webinars, and implementing additional best practices such as accessibility, being prepared for the unexpected, continual improvement, utilizing live streaming capabilities, and being mindful of time zones for global audiences.

Putting these best practices into action is essential to organizing an effective and efficient virtual event. This allows you to engage your audience and provide them with valuable content, all while developing a great reputation for your company.

Remember that preparation is essential, including getting organized and following up with attendees after the webinar. Evaluating your statistics will help you prepare for future webinars, and consistently improving your approach will keep you ahead of the curve in an ever-changing digital world.

Finally, conducting webinars may be a useful tool for businesses and organizations wishing to engage their audience and exchange information. You can guarantee that your webinars are professional, engaging, and effective by following these top tips.

To achieve the best results with webinars, we recommend using a professional webinar platform

23 best webinar platforms rated and compared

Picture of Erkki Muuga

Erkki Muuga

Erkki has over 10 years of experience as a software product manager and a proven track record in building and growing SaaS products. He has a keen eye for key differentiating factors and spotting truly valuable software features that enable business use cases.

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