The Webinar Checklist: What You Need to Know

webinar recording

The Webinar Checklist: What You Need to Know

This blog post will explore how to create a webinar that provides value to your audience and has the potential for you to generate interest in your products or services. The first step is deciding what type of content you want for your webinar, which can be anything from how-to videos, testimonials, interviews, business advice, and more. Once you have decided on the content and format of the webinar itself, it’s time to think about how many attendees would be ideal for this event. You should also consider how much time people are willing to spend on a video call before they feel it is too long.

Things to consider for how long your webinar should be are how much time do you have? Do you want more interaction or not as much? Maybe, it is a live event and people can ask questions. How many sessions will there be? You also need to think about how the attendees will access the video call including that they’ll need an internet connection, how many people will be on the call at once (i.e., how big is your audience?), and how they’ll need to access it when you go live (will they need a link or something else?).

What is a Webinar?

A webinar is a live, online presentation that you share with others to help them learn how to do something new. Webinars help you engagingly connect with your audience to educate and inform them about how they can improve their business. It’s a wonderful marketing tool that you should use for all of its benefits!

A few things to consider when creating a webinar:

  • what type of content will be included?
  • how long is the webinar going to last?
  • how many people should be on the webinar at once?
  • how will attendees access the video call and how long do they have to view it?

Webinars can help you generate interest in your products or services by showing them how beneficial these items are. They create an opportunity for an interactive relationship with your audience by giving them valuable information to improve their business.

Are webinars good for your content?

Create quality webinars to help your audience and increase engagement.

According to Hubspot, webinars are one of the top three most effective inbound marketing strategies for generating leads (others include content marketing and blogging). Webinars allow you to present valuable information, answer questions from your target audience, offer sneak peeks at new products or services, and provide an easy way for your customers to get in touch with you. Webinars are also a great way to establish thought leadership within your industry by leveraging third-party expertise (e.g., speakers, moderators).

However, you mustn’t treat webinars like just another content marketing channel — they’re much more than that. Webinars are a lead generation tool, not just another piece of content or promotion for your blog.

They allow you to present valuable information and provide an easy way for your customers to get in touch with you.

Webinars are also a great way to establish thought leadership within your industry by leveraging third party expertise.

Webinar Checklist

  1. When your goals are defined, you need to determine your target audience.
  2. If you don’t already have a topic make sure you choose one as soon as possible.
  3. Create a unique landing page dedicated to registration.
  4. Create an event on social media
  5. Check the webinar software you’ll be presenting on. Make sure it can share your slides with each user, and consult your webinar host on their preferred format.
  6. Create an agenda. If you’re not new to conducting webinars, you might want to create a guide for participants new to this type of event.
  7. Write some notes about what will happen during the webinar (ie: what the presenter will do, who’s presenting first).
  8. Create sign-in instructions for your participants (and any other important information) on the email invitation sent via the webinar software. This includes how they’ll join the call if they’re unable to join at its start, or if you’ll be sending them a unique URL.
  9. Send email reminders to attendees.
  10. Check your equipment, camera, mics, etc.

How do I host a Webinar like a pro?

free webinar tools

If you want to host a webinar like a pro, you need to do some planning. You’ll want to figure out what your goals are, how long the webinar will be, and who exactly is attending the event.

By following these simple steps, hosting a successful webinar can become second nature. A professional presentation might seem like just another task on an already full plate, but it’s more about building your credibility. If you can put on a good presentation, it will be worth the effort because people are more likely to trust your information and follow your advice.

Write a strong script

Having a strong script or even an outline will help you stay on track and feel more confident about your presentation. It can even be helpful to write notes in the margins of your script so that you have them for reference while talking, but it’s important not to read word-for-word from your paper.

Write an attention-grabbing title

Having a great title is essential to creating interest in your webinar. If you want people to tune into your presentation, it must be relevant and timely so that they will come away learning something new or have their minds changed about a topic.

The title should tell the audience right away what is being covered during the presentation because this way there are no surprises later on. It also needs to create a sense of urgency by suggesting that something needs to be done quickly.

You want the title and introduction of your webinar to make people feel like they can’t afford not to watch it. Just remember that when writing an attention-grabbing title for any form of content, less is more because there’s no need to write a long title to get your point across.

Think about visual branding

Visual branding during your webinar can be effective because it can help you communicate your message to the audience. Visual aids are useful because they take up space on a page, but this doesn’t mean that every speech needs them.

Having visual cues during your presentation will make you appear like an authority figure who knows what they’re talking about and is serious about their topic. It also gives you a chance to show off some of your knowledge and expertise.

Remember that it’s more important for visuals to match the tone of voice, which is why it’s best not to include anything irrelevant or too cheesy because people will notice what doesn’t fit with their experience. If they’re seeing something silly on the screen while listening to serious information, it might distract them from the webinar’s content.

Set up the right equipment and space

Having the right equipment and a dedicated space for your webinar is a must. If people can’t hear you or see what’s going on then they won’t stay interested and will probably leave your webinar early.

The following equipment is required for every webinar:

  • Computer with high-speed internet connection
  • Webcam, microphone, headphones (be sure to check that these are working before your webinar starts)
  • A table and a chair (or stool, depending on the type of webinar you’re having. If it’s more like an informal chat some people might want to sit cross-legged on their bed or lay down in some cases).

If your meeting is going to be longer than 30 minutes then make sure you have a set break in place. You can do this by either setting an alarm or using software that will tell people when they should take their next break so they don’t get too tired and stop paying attention to your webinar.

Do a dry run

Doing a dry run is a good idea before hosting your webinar. It’s a chance to make sure everything is how you want it – especially if this is the first time you’ve done something like this before.

Webinars are more effective when they’re well planned and executed so don’t be too disheartened by any teething problems on the day of your event, it’s all part of the learning curve.

Doing a dry run also means you can iron out any issues you might have with how your presentation looks or how it flows before anyone else sees it – which is good! You don’t want to make yourself look unprofessional by rushing things on the day.

Take some time to get familiar with how you’re going to use your slides. If you have them, practice how much time you’ll give each element of the presentation so that they can fit in with how long people are staying engaged – it’s important not to just read everything out word for word or let your webinar run over 30 minutes by accident!

Accept that things will go wrong

Sometimes no matter how much you prepare things good wrong, accepting the fact that things will go wrong is how you learn how to deal with them.

For example, if the internet connection drops out halfway through your webinar then that’s just what happens and it doesn’t reflect badly on who organized the event or how experienced they are in hosting one – it could’ve happened even when someone much more inexperienced was running the show.

If you’ve done a dry run and nothing goes wrong then that’s great! Sometimes though, the best way to learn how to deal with problems is by them actually happening and how you react determines how successful your webinar was. If lots of people leave after the first half an hour because there were no slides or they couldn’t hear anything then it might be time to think about how you can get your audience more engaged next time.

Determine your goals for the event

Webinars are a journey, not a destination. It is how you get to your goal that matters, not reaching the webinar itself! Having a solid goal in mind for your webinar will help you plan how to reach it.

What is the purpose of your webinar?

What are you looking to get out of the webinar?

What actions do you want participants to take after the webinar?

Keeping these kinds of questions in mind will help guide how to create your webinar.

Create a Kick-Ass Slide Deck

Having a kick-Ass slide deck will help you to create an awesome webinar. Your slide deck should be a visual representation of how your presentation will be.

  • Use images to represent each point you want to make on the slide. This is especially useful if some graphs or charts go along with what you’re saying. Think about how much easier it would be for people following along at home, and those who can’t attend but still follow along on the recording, to understand what you’re talking about.
  • Use how your slide deck looks like a way to engage people in your presentation. You can do this by using different colors and fonts for each point so that they are easy to follow along with while listening or watching at home. It also gives them something interesting to focus on even if you’re going a little too fast.
  • Use your slide deck as a way to summarize how everything was organized and what you talked about during the webinar. When people can look back over this, it will remind them of key points that were brought up, specific tips they learned from watching or listening along with how everything is connected together so that they can put what you talked about into action.
  • You want people to follow along with your presentation and how it is organized, so make sure that the information on each slide has a purpose and flows logically from one idea to another. Your slides should be like an interview; where everything ties together but there’s still enough detail for those who want to know more.
  • Each slide should have a clear purpose and how it ties into the main message of your presentation, so make sure you’re not just adding slides in because they look nice or seem interesting without them being directly tied to your overall point. Your slide deck is a representation of how well prepared you are for each webinar, how well you understand how everything is connected, and how much effort you put into creating it.


How do I create irresistible buzz for my webinar?

test webinar

Creating excitement and buzz for your webinar can be challenging, but follow these tips and you will be able to create a buzz that is sure to get your audience excited for the event.

  1. You should be promoting your event or product on all of your social media outlets. This way it will help you gain more followers and people to attend! Don’t forget about Pinterest, Twitter, Google+, Instagram, Reddit…the list goes on and on how many platforms you can promote this event through. Don’t forget about local sites, industry-specific groups, etc…you can find just how many places through a quick Google search.
  2. If you are making a product, make sure to offer it for free or at a discounted price! People love deals and if they can get your webinar/product for cheap or even free…they will be more likely to attend. This is how I’ve been able to drive so many people in the past.
  3. Email your subscriber list about how they can get a special discount for attending. This will help you draw in more people and give them an incentive to attend
  4. Run paid ads, Facebooks Ads, Google Ads, etc. This is how you can really dominate an audience and draw in more people
  5. Host the webinar with a known person or company. If they are hosting your event then it will be easier to get people to attend! For example, if I wanted my viewers to come to watch me speak on how I made $100,000 in a month I could host it with Pat Flynn from the Smart Passive Income Podcast. This would help me to gain more views and people attending my event!
  6. If your webinar is about how to accomplish something, include how it has helped other companies or individuals achieve their goals/dreams. People love testimonials from others who have accomplished the same goal.
  7. Offer an incentive for attending the webinar, but only if it makes sense to do so…don’t just offer some random prize that doesn’t make any sense just to get people in the door! Try offering a video testimonial from someone who has used your product or service before and how they’ve been able to successfully accomplish their goal.

These are just a few ideas to help get the creative thinking going so you can come up with more interesting and effective ways to generate buzz for your webinar.

How do I design a webinar to engage my audience from the beginning?

The success of your webinar needs to be engaging from the beginning.

The first thing you should do for your webinar has a dynamic opening that will explain what to expect during the presentation. You can also show some statistics about your topic, engage with viewers throughout the presentations and make sure they are engaged right from the beginning of it by asking questions or activities at certain points in time.

Once you have a dynamic opening, make sure to keep the audience engaged throughout by asking questions or giving activities that will help them stay involved. You can also show statistics about your topic and engage with viewers during certain points in time of the presentation.

Pick the right webinar format

There are several webinar formats you can use to deliver your content. You can run a live webinar or pre-record one, and you have the option to do either on your own for free if you want to keep it simple. If not, there are plenty of paid options available from service providers that will host and manage all aspects of producing a high-quality professional experience in exchange for a fee.

The first thing to consider is whether you want a live or pre-recorded webinar because each has advantages and disadvantages that will impact your decision-making process. If you choose to go with a live presentation make sure you test everything before the big day – from your computer set up (e.g., lighting, sound), remote access to the internet, and your comfort.

Types of Webinar Formats:

  • Live Webinar – includes presentation, audience Q&A. May require remote access to the internet; may be free or paid service provider; should be tested before the big day
  • Pre-recorded Webinar – may include presentation, Q&A if being replayed live, video content promotion. Requires pre-recording and post-production.

Follow up with the attendees

Sales are made in the follow-up. If you don’t have a proper follow-up process, your webinar is useless. In fact, it’s worse than having no webinar at all because you spent money on an ineffective strategy.

Here are the key steps in the follow-up:

The first and most important step of following up is to send thank you notes for attending and participating in the webinar.

Send thank-you notes to everyone who attended your webinar, even if they didn’t ask questions or provide feedback during the Q&A session. They took time out of their busy day to attend your webinar so sending a quick note will help show that you appreciate them for attending and taking part.

The second step of the follow-up is to send a reminder email. After you’ve sent out all your thank you notes, send another reminder email two days after the webinar with instructions on how they can access and download any resources that were mentioned during the presentation or Q&A session. You want them to be able to revisit what was discussed and be able to download it at their convenience so they can reference the information as needed.

The third step of follow-up is to send another reminder email three days after the webinar with a direct link for them to access your resources page or online store. You want them to have an easy time finding what you discussed for you both to get value out of the webinar.

Select a Webinar platform

webinar topic

When it comes to webinar platforms, there are a ton out there. Some are free and some paid, what you choose will depend on your specific needs and budget. Below is a list of several good options to choose from.

  1. Demio is a webinar platform that provides live and on-demand webinars. With Demio, you can access all of their features through your browser without having to download anything, which makes it easy for customers who watch presentations from mobile devices or computers that don’t allow downloads.
  2. Zoom is another webinar platform that has many features and it’s easy to use. For example, they offer an unlimited number of live meetings with the ability to record videos in HD quality at no additional cost. With Zoom, you can manage your whole marketing campaign, including emails and social media.
  3. Wistia is a webinar platform that allows customers to host live events or on-demand video experiences with their customers or prospects. With Wistia you have the ability to host an unlimited number of viewers, which makes it a great option for training and marketing webinars.
  4. GotoWebinar is an easy-to-use webinar platform that allows you to create easily shareable event links, which will allow people with full access to your events once they enter their name and email address into the system. GotoWebinar also provides online chat support when you need help during your presentation.
  5. Join Me is a webinar platform that focuses on providing great customer support and easy-to-use features for live presentations, as well as recording and sharing them later with others. With Join me you can host an unlimited number of viewers and it’s possible to customize the look and feel of the page so it matches your brand.

Your webinar attendees

The most important part of our webinar presentation is the attendees. They are the ones who make it possible. Whether they need help with a product or service you offer, or if they want to learn about something new which could benefit their lives; webinar attendees show up because of interest in your topic. Showing gratitude towards them is the best way to keep that relationship strong and beneficial for both parties involved.

Your attendees will appreciate that you are using a quality webinar tool. This tool should allow them to easily share their screens, they can make annotations on the slides and they can record the webinar if it is needed. It would also be great if you had an attendee management system where people could sign up for your future webinars as well as send out reminders about each one.


registration page

Webinars are a great sales and marketing tool to use to get in touch with your audience. You can share information, answer questions and hold a live discussion that will be beneficial for the webinar attendees. The only bad thing about it is when you don’t have all of these steps written down on how to make a great webinar presentation. That’s why we created this checklist so you can make the most out of your next webinar.

Additional Resources

Table of Contents

  1. What is a Webinar?
  2. Are webinars good for your content?
  3. Webinar Checklist
  4. How do I host a Webinar like a pro?
  5. How do I create irresistible buzz for my webinar?
  6. How do I design a webinar to engage my audience from the beginning?
  7. Pick the right webinar format
  8. Follow up with the attendees
  9. Select a Webinar platform
  10. Your webinar attendees
  11. Conclusion

About MySource

MySource Solutions is a leading professional outsourcing provider with headquarters located in Kansas City, MO and our operational team located in Cebu, Philippines. Established in 2017, MySource was founded by three veteran executives from the managed services and risk management industries that saw an ever increasing need to support the small business owner by providing crucial back office support services. 

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