What Is a Webinar?

How a webinar works

A webinar runs one to many: a small group of presenters talks to a larger audience. Attendees usually cannot speak or turn on their camera unless the host invites them, which keeps a session with hundreds of people orderly. Interaction runs through text instead.

• Registration

  People sign up on a registration page with their name and email, and sometimes a few questions. They receive a confirmation and a link to join.

• The live session

  Presenters share slides, a screen or a product demo. A host opens the session, introduces speakers and keeps time.

• Interaction

  Attendees ask questions in a Q&A panel, answer live polls and chat. A moderator picks the best questions for the presenter.

• Recording and follow-up

  The session is recorded and sent to everyone who registered, along with slides, links and a short survey.

Webinar vs. video meeting, seminar and virtual event

People use these words loosely. The difference is mostly in who talks and how many sessions there are:

Types of webinars

Pick the format that suits the goal and the speakers you have:

• Educational

  A subject expert teaches a topic. The value is the knowledge, so keep selling to a short mention at the end.

• Product demo

  A live walk-through of a product, followed by questions. Works best when the audience already knows the problem it solves.

• Panel discussion

  Three or four speakers and a moderator discuss one question. Brief the panel beforehand so they do not repeat each other.

• Interview or fireside chat

  A host interviews one guest. Easy to prepare and often more natural than a slide presentation.

• Training and onboarding

  Teaches customers or staff to use a product or follow a process, often as a series with a recording library.

• Member and continuing education

  Associations and professional bodies run sessions for members, sometimes as part of a paid program.

How to host a webinar, step by step

Plan four to six weeks for a first webinar. A regular series can run on a shorter cycle once the routine is set.

1. 1

   Set one goal and one audience

   Decide what the webinar should achieve (signups, product trials, member renewals, training completed) and exactly who it is for.

2. 2

   Choose a topic and format

   Pick a question your audience is already asking, and a format your speakers can deliver well. Write a working title that promises a specific outcome.

3. 3

   Pick a date and time

   Avoid holidays and clashes with big industry events. If the audience spans time zones, choose a slot that works for most, and promise the recording to the rest.

4. 4

   Set up registration

   Build a registration page with the title, date, time zone, speakers and what attendees will learn. Ask only the questions you will use.

5. 5

   Promote it

   Email your list, post on social media, ask speakers and partners to share, and send reminders a week, a day and an hour before.

6. 6

   Rehearse

   Run a full technical rehearsal with every speaker: audio, camera, screen sharing, slides, polls and the hand-over between speakers.

7. 7

   Run it live

   Start on time, give a short welcome and housekeeping, keep the main content tight and leave real time for questions. A separate moderator should watch the Q&A and chat.

8. 8

   Follow up

   Send the recording and slides to everyone who registered, a short survey to those who attended, and a next step that matches your goal.

A webinar run sheet you can copy

Share a run sheet with presenters and the moderator, so everyone knows who does what and when. Adjust the minutes to your session length.

WEBINAR RUN SHEET
Title: [Webinar title]
Date and time: [Date], [Start time] [Time zone]
Host: [Name]  |  Moderator: [Name]  |  Tech support: [Name]
Speakers: [Names]

T-60 min  Speakers and moderator join the backstage link. Check audio, camera, lighting and screen sharing.
T-30 min  Load slides, polls and links. Test the recording. Put phones on silent.
T-5 min   Open the waiting room. Show a holding slide with the title and start time.

0:00  Host welcome: who we are, what attendees will learn, how to ask questions. Start the recording.
0:03  Poll 1: [A question about the audience, such as role or experience level].
0:05  Speaker 1: [Topic]. Moderator collects questions in the Q&A panel.
0:20  Speaker 2 or demo: [Topic].
0:35  Poll 2: [A question that leads into the Q&A].
0:38  Q&A, read out by the moderator. Top questions first.
0:55  Host wrap-up: one key takeaway, the next step [link], and when the recording will arrive.
1:00  End the session. Stop the recording.

AFTER THE WEBINAR
Same day:   Send the recording and slides to all registrants.
Next day:   Send the attendee survey. Answer any questions left open.
This week:  Share leads or attendance with the sales or membership team.

Hosting webinars on Eventdex

For a single talk with no registration fee and no follow-up, a video meeting tool may be all you need. Eventdex fits when the webinar is a series, is paid, or is part of a larger virtual or hybrid event with sponsors and networking.

• Workshops, panels and webinars online

  Run sessions in the virtual meeting app, with screen sharing and recording, and assign seminars to attendees or let them choose.

  Virtual event platform

• Registration and ticketing

  Free, paid or donation tickets on a branded registration page, with registration questions and confirmation emails.

  Event registration software

• Live streaming

  Stream sessions through the StreamYard, Restream, Zoom and Mux integrations, including to social platforms.

  Integrations

• Q&A and polls

  Session questions with upvoting, anonymous posts and moderation, plus live polls during the session.

  Live Q&A widget

• Surveys afterwards

  Collect feedback after each session and use it to plan the next one.

  Event survey software