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Event Marketing

Webinar Best Practices

Jerry Shen
min read
Event Marketing

Webinar Best Practices

Jerry Shen
min read

Webinar Best Practices

In today's digital age, webinars have become essential for businesses to connect with their audience, showcase their expertise, and drive conversions. But creating a successful webinar that engages viewers and delivers value requires careful planning and execution. From developing the content and designing the presentation to selecting the right platform and promoting the event, every step of the process can impact the success of your webinar. In this blog, we'll explore webinar best practices and provide you with practical tips and strategies to create high-quality, engaging webinars that leave a lasting impact on your audience. So, whether you're a seasoned webinar producer or just getting started, read on to discover webinar best practices and the keys to hosting a successful webinar.

1. Know your audience & set clear objectives

Before you jump into the production process, you must know your target audience and their needs. This will allow you to set a clear objective and create tailored content for them. Additionally, its best practice to set clear goals that will help keep you on track during the production process and give you something to measure success against after the fact. These goals may be:

  • Number of registrants
  • Number of attendees
  • Number of meetings booked after the meeting
  • Pipeline generated

2. Choose the right webinar platform

Choosing the right platform is essential for a successful webinar. But with so many options, how do you decide which is right for you? This can vary depending on your budget, how much time you have to learn the platform, and the size of your event. You want to make sure your webinar platform has all of the features you need to support an engaging webinar, including:

  • Screen-sharing (for presentations such as PowerPoint, Keynote, or Google Slides)
  • Chat
  • Polls
  • Q&A (with moderator capability)
  • Social media streaming
  • CTA (call to action) buttons
  • Lounges (to promote networking and face-to-face interactions)

3. Prepare the right equipment

To produce a professional webinar, you need the right tools. Here are some essential tools:

  1. Webinar platform - A reliable webinar platform is necessary to host and manage your webinar. There are many options available, and choosing one that suits your needs is essential. Some popular webinar platforms include Welcome, Zoom, Webex, GoToWebinar, and Demio. When choosing a platform, consider cost, features, and ease of use.
  2. Webcam - A high-quality webcam provides better image resolution, color accuracy, and sharper images. This is especially important in a webinar setting where you want to maintain eye contact and a personal connection with your audience. Additionally, a webcam with built-in features such as auto-focus, light correction, and noise reduction can help to ensure that your video is of the highest quality, even in challenging lighting conditions.
  3. Microphone - Having a high-quality microphone is also essential because the audio quality is a critical factor in the overall success of your webinar. Poor audio quality can be distracting and make it difficult for your audience to understand what you are saying. A good microphone will provide clear and crisp sound, minimizing background noise and ensuring your audience can hear you.
  4. Video production software - Camtasia, Adobe Premiere, or Final Cut Pro can help you create high-quality video content. These software programs allow you to edit and enhance your video content, add graphics and text overlays, and adjust the video's brightness and contrast. Learn more about getting started with video editing basics here.
  5. Landing page software - Unbounce or Leadpages can help create landing pages for your webinar. These landing pages should provide information about your webinar, registration details, and a call to action to encourage your target audience to register.
  6. PowerPoint - PowerPoint is a commonly used tool for creating presentations during webinars. It allows you to create visually appealing slides, add animations and transitions, and incorporate multimedia elements like videos and images.
  7. Social media - Social media is an effective way to promote your webinar and engage with your target audience. You can use social media platforms like Twitter, LinkedIn, and Facebook to share information about your webinar, create buzz, and encourage your audience to register.
  8. Moderator - A skilled moderator can help keep your webinar on track, facilitate audience engagement, introduce speakers, and manage questions from the audience.
  9. Technical support - Technical issues can arise during your webinar, so having technical support is crucial. This support can help troubleshoot technical problems, answer questions from your audience, and ensure that your webinar runs smoothly.

4. Keep your presentation engaging and interactive

It is essential to keep your audience engaged. Nothing is worse than losing your audience’s attention midway through your presentation. Here are some webinar best practices to engage your audience:

  • Choose a topic that is relevant to your target audience
  • Use high-quality visuals and audio to keep your audience engaged
  • Include interactive elements, such as polls or Q&A sessions
  • Have a professional moderator to lead the discussion
  • Encourage breaks
  • Use social media to promote your webinar and engage with your audience

For more tips and strategies, check out this cheat sheet here.

5. Prepare and practice!

The more you prepare ahead of time, the smoother things will go once it's time for your actual presentation. Here are some webinar best practices for preparation:

  • Make sure to do a tech check, especially if you plan to have multiple speakers. Check that their internet connection is good. Also, check their camera and mic configuration and ensure they are compatible with the webinar platform. You want to catch all potential technical issues BEFORE the live event.
  • Do a dry run. Running through the entire event can give you a better sense of pacing during the event so that you can adjust for a tight and well-paced live webinar. Furthermore, it familiarizes the speakers with the run-of-show, which can save the webinar producer many headaches during the event.
  • Plan for technical issues. Run through all the possible problems ahead of time, preparing you for the worst-case scenario. On the event day, ask speakers to join the webinar at least 30 minutes early as insurance time for any last-minute issues.

6. Use webinars as part of your hybrid event strategy

If you’re having difficulty deciding between an in-person or a virtual event, try a hybrid event. A hybrid event combines in-person and virtual elements, giving you the best of both worlds. Those who attend in person can experience the benefit of face-to-face interactions and networking opportunities, while those who attend virtually can still participate in real-time through the convenience of wherever they may be joining from.

Read more about hybrid events here

7. Have a clear call to action

At the end of your webinar, it's best practice to provide your audience with a clear CTA (or call to action). This could be a sign-up for a free trial, a download of an ebook, or schedule a demo. Make sure your call-to-action is specific, offers value, and creates a sense of urgency. A solid call to action can differentiate between a successful webinar and one that falls flat. CTA’s are an excellent way for webinar producers and marketers to acquire information from attendees, so make sure to include a clear and compelling CTA at the end of your webinar to encourage your audience to take action.

8. Use on-demand webinars for your audience

Not all audiences will be able to attend a live webinar, so offering on-demand webinars is best practice to ensure that your target audience can access your content when it's most convenient. On-demand webinars allow your audience to watch your webinar at their own pace, which can lead to a more engaged and attentive audience.

9. Follow up with your audience post event

After your webinar, it's essential to follow up with your audience to gather feedback, answer questions, and continue the conversation. This can be done through email or phone, and it's an excellent way to build relationships with your audience. Furthermore, make sure to get webinar data in the hands of your sales team for follow up and to take additional actions- simple communication with the sales team can generate a lot of pipeline for you and your organization.


In conclusion, hosting a successful webinar requires careful planning, effective execution, and an engaging presentation. By following the webinar best practices we have listed here, you can create an engaging online event that meets your target audience's needs and provides real value to your brand. From developing engaging content and designing a visually appealing presentation to selecting the right platform and delivering a clear call to action, each step of the process plays a vital role in the success of your webinar. So, use these tips and strategies to create webinars that leave a lasting impact on your audience and help you achieve your business goals. With some preparation and creativity, you can produce webinars that drive engagement, generate leads, and establish your brand as a thought leader in your industry.

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