How to Host a Webinar

The eight steps

Work through these in order. Each one takes an hour or two for a first webinar, and less once you have a routine.

1. 1

   Set one goal

   Decide what the webinar must achieve: leads, sign-ups, product understanding or customer training. One goal shapes every later choice. Write it as a number you can check, using your own target.

2. 2

   Choose a topic your audience cares about

   Pick a problem your audience has now. A narrow topic beats a broad one. Name the title after the result, such as how to fix X, not after your company.

   Webinar ideas by goal
3. 3

   Pick a format and a length

   A talk, an interview, a panel or a demo. Use the format table below. Plan the session so the speaking part leaves room for questions.

4. 4

   Choose a platform

   Use the criteria in the next section. Test it before you invite anyone.

5. 5

   Open registration and promote

   Build one registration page and send people to it. Plan reminder emails from the start.

   Webinar marketing guide
6. 6

   Prepare slides and a run of show

   Keep slides sparse. Write down who says what, and when. Assign a host, a speaker and someone to watch the chat.

   Webinar run of show template
7. 7

   Rehearse once, end to end

   Run the full session with the same people, devices and platform. Check sound, screen sharing and timing.

8. 8

   Run it, then follow up

   Go live, answer questions, then send a thank-you and the recording while the topic is fresh.

A timeline for planning a webinar

Four weeks is a comfortable runway for a first webinar. Shorten it if your audience is small and well known to you. The dates below count back from the live session.

Webinar formats and how long they should be

There is no single right length. Many webinars run between thirty minutes and an hour, including questions. Choose the shortest time that answers the promise in your title, and say the length on the registration page.

How to choose a webinar platform

Many tools can host a webinar, and some are free for small groups. Free plans often limit audience size or session length, so check the limits before you commit. Judge any platform against your needs, not a feature list.

• Audience size

  Will it handle the largest group you might get, not the average?

• Registration and reminders

  Can it collect sign-ups and send reminders, or will you use another tool for that?

• Interaction

  Does it support chat, Q&A and polls, and can a helper moderate them?

• Recording

  Can you record and share the session afterwards?

• Joining

  Can attendees join from a link on a phone or laptop without installing much?

• Reports

  Can you see who registered, who joined and how long they stayed?

Day-of checklist

Print this list or keep it open beside the platform. The first four items remove most live problems.

• Open the room early

  Be inside at least fifteen minutes before the start. Test audio, camera and screen share.

• Use a wired connection if you can

  A cable is steadier than Wi-Fi. Close other apps and mute notifications.

• Have a backup

  Keep a second device, a phone number for the speaker and a copy of the slides ready.

• Assign roles

  One person speaks, one hosts, one watches chat and questions.

• Start on time and state the rules

  Say how long it runs, how to ask questions and whether you are recording.

• Collect questions as you go

  Save a few minutes at the end. Answer what you cannot reach by email afterwards.

• Close with one clear next step

  A single link or action. Many asks mean few responses.

Webinar best practices that make a difference

These habits separate a smooth webinar from a stressful one.

• Open with the answer you promised

  Tell people in the first minute what they will know by the end.

• Keep slides light

  One idea per slide. Put detail in a handout.

• Invite interaction early

  Ask a simple question in the first five minutes so people know they can type.

• Speak to one person

  Imagine a single colleague on the other side of the screen.

• Follow up within two days

  Send the recording, the slides and a short survey while memories are fresh.

  Webinar survey questions

Where Eventdex fits

Eventdex's pages describe a virtual meeting app that can run workshops, panel discussions and webinars, with live streaming, audio, video, chat, Q&A and recording. Eventdex's pages do not describe a webinar-only tool or give audience limits for webinars, so ask the team about your case.

For a multi-session online event, see how to host a virtual event.

• Virtual meeting app

  See how Eventdex describes live sessions and interaction.

  Virtual meeting app

• A larger online event

  Use the wider process if you run a series or a conference.

  How to host a virtual event