Breaking the Myth: Are Webinars Still Relevant?

Why are we still talking about webinars - wasn’t that a COVID trend when everyone was locked in?

 Yes but attendees are still hooked on webinars. As per a report 91% of B2B professionals cite webinars as their preferred content format. With this impact, you need to improve your webinar game. We will help you get the basics right while handing out practical expert ideas.

What Exactly is a Webinar? Understanding the Power of Virtual Engagement

Webinars are virtual events. Imagine a seminar but one that is completely online. Webinars are a great way to inform and educate your client base. These webinars are often under 60 minutes and have industry experts on panels. If you are an emerging business or a startup then you can use our guide to start a webinar right from your home-office. With the right tech and strategy, it can take off and help you people from across the globe.

Quick Tip

The webinar space though is super competitive with 25% organisations hosting 50+ webinars in a year. So create a webinar with an irresistible value addition to attract attendees

Webinar or Webcast - The Difference.

While on first glance they may seem similar there is a difference between a webinar and a webcast. Webcasts are broadcasts directed at a large group of people. These don’t need registrations or don’t necessarily have curated content. If you tune in, find it interesting - then you watch it. 

Webinars, on the other hand, are curated for a specific target audience, have defined goals and intentional messaging.

Free vs. Paid Webinars: Which Drives Real Results?

We are going to address the elephant right off the bat. We can’t tell you which model is better for your brand. That’s where your brand, product and USP come in. What we can tell you is that free webinars definitely garner a wider audience but they may not necessarily qualify as potential leads. Free webinars are great to get started with and to build a list of attendees.

Once you have traction going, invite popular speakers and known industry experts to your panel. Then you can monetise your webinar. You may experience reduced registrations but you will attract potential leads who are interested in what you have to say.

Live, Semi-Live, or On-Demand: Finding the Perfect Format for Your Audience

1. Live Webinars

Here the webinar host, guests and moderators interact with you in real time. The topic is discussed, ideas are exchanged via virtual chats and questions are answered during Q&A sessions. This format though is fairly challenging.

Quick Tip: If you are planning on hosting or being part of a live webinar, make sure you practice. You can always record these sessions too and offer it on-demand to guests who couldn’t make it.

2. Semu-Live

These webinars are pre-recorded but have the host or presenters make live appearances to explain certain topics via live chat and address questions.
Quick Tip: If you are a nervous first-time presenter, opt for a semi-live format. It eases the nerves because you don’t have to present live and gives you time to prepare for questions and feedback.

3. On Demand

This is a great format to choose if your attendees are spread across several timezones. It’s unlikely they will all come together at the same time. So you can pre-record the webinar and allow attendees to access it during their free time.

Quick Tip: On-demand webinars don’t focus on engagement. You will not get a chance to ask questions or gauge attendee interest. As an alternative, you can share follow-up emails to all attendees reminding them to watch the webinar and fill in the feedback forms.

4. Hybrid Webinars

You are hosting a live event but want to include your virtual guests as well for certain segments. This is the perfect scenario to leverage hybrid webinars. You can host the event in-person with attendees present on-site. The attendees who can’t make it can participate remotely.

The Right Webinar for the Right Goal: Understanding The Power of Various Webinar Types

Webinars serve many purposes. You can host a webinar no matter which industry you belong to because of how fluid the format is. Here are some commonly held webinars:

1. Product Launches

‍You can launch an entire product or one particular feature via webinars. These launches can be directed to your existing users or you can invite non-users too. A webinar allows more people to tune in and see what your product or feature is about.

Webinars are a perfect fit for feature launches since they are more cost effective.

2. eLearning or Educational Webinars

This type really took off during COVID and has stuck around. Educational webinars often have a clear goal - to educate the audience about an industry, academic field, research or any new innovation. You can organise one and place yourself as an industry expert or even invite speakers who are.

3. Industry Experts and Thought Leaders

One of the most popular forms of webinars are often organized by thought leaders and famous experts. This format grabs eyeballs and often sees a high turnout. The biggest benefit to attendees is they get a chance to live chat with experts.

Quick Tip

Ask guests who are thought leaders and industry experts to promote your webinar on their social media handles. This will give you an even bigger turnout and help build your lead list

4. Internal Training

Brands often use webinars to train new recruits. Human Resource teams brief the new workforce on company guidelines, do’s and don’ts, leave policies, workplace etiquette with the help of webinars. This saves time because brand information is conveyed in one session to all employees. It also helps employees virtually meet each other and break the ice - especially if teams are spread across different states or time zones.

5. Internal Communications

Town halls, quarterly reviews, and annual awards - companies use webinars to host a range of events. Webinars are inclusive - allowing teams from across the world to join, interact and bond with each other. It’s also a great way for managers and leaders to motivate employees and celebrate milestones and achievements.

6. Panelist Sessions

Webinars can have a single speaker or multiple speakers. So you can organize a webinar with 5-6 speakers. These panels are a great way to offer diverse perspectives on a topic to attendees.

Quick Tip

It’s common for panel based webinars to exceed the scheduled time. So brief your panelists in advance to stick to a time limit when discussing opinions. It’s best to team up with a moderator who will ensure the session runs smoothly.

7. Client Onboarding

Invite all your new clients to a single webinar to explain how your product or application works. This way you can save time and even address client questions immediately. Repetition is reduced and your clients go back happy. You can create on-demand onboarding presentations that clients can access at their own leisure.

Organizer Benefit: Why Hosting Webinars Boosts Your Brand

Is hosting webinars even worth it? We showcase the benefits to help you decide.

1. Cost-effective: Large scale, in-person events require investments. Webinars on the other hand require minimal tech investment, a good script and an idea that resonates. These pillars are enough to launch a webinar. It’s a cost-effective format to gain wider reach.
   
   
2. Lead Generation: The core purpose of a webinar is to expand your lead pipeline. Attendee information is what helps your sales outreach efforts. After your webinar ends, you can touch base with attendees via email or reach out for a quick call. You can even invite them to future webinars and events you organize.
   
   
3. Establish Your Expertise: Imagine talking about a topic for close to 60 minutes without a clue? Impossible. You are hosting a webinar because you have something valuable to say. Webinars are the perfect format to establish your expertise and share your experience with attendees. You can subtly promote your product or service by the end of such webinars.
   
   
4. Collaboration Opportunities: It’s the world of influencers and we are all living in it. Identify the influencers from your industry and invite them to your webinar. The flexible format also helps influencers join virtual webinars, something that gets harder with in-person collaborations. So match your schedules and calendars to create a  recipe for success.
   
   
5. Content Machine: Webinars don’t just end when you say goodbye to attendees. That’s where the opportunities begin. You can convert information and feedback from a single webinar into blogs, podcasts, youtube scripts, videos, social media posts and a host of other marketing collateral. Every opinion, poll and Q&A is a gold mine of content that can be repurposed.
   
   
6. Live Insights: Webinars offer a platform where direct and one-on-one interactions thrive. This gives you the benefit of peeking into the thought process of attendees. These interactions help you understand their needs and if your product matches those needs. It’s market research at its finest.
   

Why People Love Webinars

1. Easy Access: Attendees love webinars because of its flexible format. You can be anywhere and tune into a webinar around a topic you love. It’s simple, fast and extremely informative. On-demand webinars are even more popular with attendees because of the added flexibility.
   
   
2. Power of Choice: You can leave a webinar whenever you want - this may seem trivial but this choice is what attendees love. Attendees have preferences, interests, likes and well dislikes. Your webinar might or might not fit into what they are looking for. But webinars require low commitment (unless they are exorbitantly priced) and are easy to opt out of. This choice actually makes attendees more likely to attend webinars.
   
   
3. Remote Networking: Imagine meeting folks from across the world without leaving your office or home studio? Webinars make this possible. Attendees can interact, engage and network with peers. This opens up huge opportunities for everyone involved. Most webinar platforms also offer chat features where attendees can interact with each other - fueling productive interactions.
   
   
4. One-On-One Interactions: In a webinar setup hosts and attendees can talk to each other directly. This may not always be possible during a live event. Attendees can also reach out to the host after the webinar is completed to address any questions or strike up a conversation. This direct access to an industry expert, influencer or a reputed guest makes a webinar worth attending.

Proven Steps to Webinar Success

With the benefits clear, it’s time to get the ball rolling. Hosting a successful webinar is about strategy and getting the basics right. So here’s a checklist to get you started.

1. Research Your Audience

Do you know your audience? If not then the best of tech and even a perfect script will fail to make an impression. For your webinar to take off it has to be relatable.

• Start with identifying what your audience wants to hear.
• Ask yourself “What problem is my webinar solving for my audience?”
• You can tie with research firms to better understand your target audience’s needs.

This process is similar to creating a marketing strategy for your product or service. So you can use that as a foundation for your research.

2. Crafting an Interesting Topic

This will be easier once you know what your target audience needs. If you are looking for niche ideas, then start by signing up for webinars from your industry. Participate in them, take notes and identify what’s missing. This will cover 50% of the groundwork. You can then leverage AI to get more ideas or refine existing ones.

• You can cover a range of topics. For instance, if you are in tech then you can host an educational webinar on “How AI can be used for coding” for new audiences.
  
• If you are doing a webinar for recurring guests then you can do 3-4 part series covering nuances of the topic.
  

There is a lot to play around with, once you have the topic ready.

3. On-Demand or Live

After the topic, comes the script. But pause here. Create your script once you have decided on the format. You can create on-demand, live or semi live webinars. Scroll up to find what format works best for you.

The script for each webinar type may vary, so it's important to decide the format before you start scripting.

4. The Speakers/Moderators

if you are doing a single-panel webinar led by you, then skip this one. If you are planning on inviting guest/s then you need a clear plan. If your webinar has more than 3 people, including you, then it's best to invite moderators to the event.

Moderators help keep the discussion in check and keep a tab on the time. If you are inviting influencers/industry experts/coaches then keep this guidelines in mind:

• Draft a clear invite mentioning the purpose of the webinar.
• Pitch what value the speaker/s will derive from participating in the webinar.
• Send follow-up emails at regular intervals.
• If you receive a ‘no’ from a speaker then be gracious, say thank you and move on.
• It’s important to clearly mention the duration, date, time of the webinar. Also, send your script to the speaker.
  
  

5. Webinar Duration

Most webinars are capped at 60 minutes. This includes discussions, and time to interact with the participants. Your webinar can be for 90 minutes, but it's not recommended. Think about it - how many attendees can carve out over 60 minutes for a webinar on a weekday? It’s tough. So keep it short and if you have a lot to say, then create a weekly or bi-weekly webinar series.

6. Webinar Days and Time

Planning a webinar for 10:30 AM on a Monday? Sorry to burst your bubble but it’s not going to work. Stick to Wednesdays, Thursdays, and Tuesdays for webinars. The best time to host a webinar? Try scheduling it between 11:00 AM to 2:00 PM. 

Golden Rule: Never schedule webinars during lunch hours or late evenings.

7. The Tech

Webinars need tech like live events need venues. The backbone of a good webinar is the tech that supports it. Here’s the basic equipment you need to invest in.

• Stable Internet Connection: Test out your connection, make sure it's solid and does not falter during the webinar. Your attendees will lose patience and you will lose the attendees. Get a power back up in case the worst case scenario materialises.
  
  
• Laptop/PC: Make sure your laptop works well and does not blackout. Keep it 100% charged right before the seminar.
  
  
• A working webcam: You can use the inbuilt webcam or invest in an external HD device. Be sure to test it multiple times before you go live or record your webinar.
  
  
• Headphones: These are a must. Noise cancelling headphones or even air pods work well. They transmit sound clearly and ensure you don’t have to repeat yourself.
  
  
• Lighting: This is a biggie. The right lighting can elevate the webinar experience. It makes the environment lively and interesting. Ambiance matters, so invest in ring lights or LED lighting to elevate the webinar quality.
  
  
• Registration Forms: Keep the registration process simple and quick. If you need people to sign up for your webinar then limit the information they need to fill. Use placeholders for Name, Organisation, Email and others details you need. Test the forms and make sure information is captured accurately.
  
  

8. Structuring Webinar Content

With topic in place, you can structure your webinar. The script can include timestamps for introductions and topics you cover. This structure helps you stick to the topic and not digress unnecessarily.

Quick Tip

You can hire professional writers to help you draft your script and make it engaging.

9. Practice

This is a non-negotiable. The above tricks and hacks will fail if you don’t practice for your webinar. The practice includes setting up the tech, testing the script, addressing questions and practising webinar posture. The devil is in the details and only multiple practice sessions can make you feel confident on ‘d-day’.

Webinar Marketing Strategies that Actually Work

Phew! Good job. You have everything you need to host the webinar. Except, the attendees. We are here to fix that. While your existing user base gets an invite to the webinar, it's also important to amplify your reach. These webinar promotion tips will help you get the word out:

1. Create A Landing Page 

Create a page that talks about your webinar. Make sure you get the date, time and details right. The landing page can also boost data from previous successful webinars you hosted. If you are a first timer, then leverage your socials and display your followers and accolades that validate your expertise.‍

Quick Tip

Link this landing page in your emails, and social media posts.

2. Banner Ads

You can include pop-up ads or banner ads to your website and blog. These can specifically promote the webinar with a quick sign-up option.

3. Newsletter Promotions

Promote your webinar using newsletters. Take a step ahead and collaborate with other newsletters and market your webinar to diverse attendees. This is a great way to grab eyeballs.

4. Influencer Marketing

Get on this bandwagon soon because it's here to stay and is creating an impact. Influencers have reach, something your webinar deserves. So get them talking and see the attendee count rise. Identify influencers from your niche and reach out to them.

5. Social Media Marketing

LinkedIn, Instagram, Pinterest, Youtube - post about your webinar on all your handles. It’s a great way to reach your target audiences organically.

6. Paid Ads

If you have the budget, then take a step ahead and invest in paid ads. Your webinar gets an added boost with a wider reach. This is especially for you if you don’t have an existing attendee list to work with.

7. Employee Network

Employee advocacy goes a long way. Tell your employees to spread the word about the webinar within their network. Employees can repost stories, social media mentions and even do lives on their channels to get the word out

8. Email Signatures

Seems almost silly that we mentioned this, but it’s helpful. Include links to your webinar in your email signatures and ask employees to do it too. It gets noticed more often than you think!

How Webinar Presenters Can Capture Attention?

With the marketing ball rolling, it’s time to prepare for the webinar. Whether it’s live or on-demand there is some housekeeping you need to do, both before and during the webinar.

• Practice your script, your questions to speakers and everything in between. It keeps the nerves at bay and boosts confidence.
  
  
• Join the webinar 30 minutes ahead of the designated time. This grants you time to cross check the webinar platform and trouble shoot any problems before attendees join.
  
  
• It’s nice to tap into your chatty and animated side for webinars. Try to lighten the mood and engage with the audience especially at the start of the webinar. Don’t forget to introduce yourself and any guests or moderators present.
  
  
• Do your homework on all the speakers and moderators you invite. Citing incorrect facts or having incomplete information is unprofessional.
  
  
• Be polite while answering attendee questions, even if you disagree with them
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• Listen, pause and then respond - it’s okay to take time before you address any questions. But it's not okay to blabber.
  
  
• Don’t forget to have fun;)

Keeping Attendees Hooked With These Webinar Engagement Ideas

There is one obstacle that all webinar organizers and hosts are constantly trying to overcome. How to manage boredom and distraction? It’s one thing when attendees are present at a live venue. There is bustle, noise and sessions - there is a lot happening. During webinars, your attendees are staring at a screen; hearing you talk. There is limited interaction.

This boredom leads to attendees reaching for their phones or zoning out. Here are engagement ideas to keep the yaws away.

1. Use Vibrant and interesting presentations: Include fun presentations in your webinar. These can be short but make them interesting. Throw in pop culture references, memes, healthy humour and watch your attendees pay attention.

Quick Tip

Don’t just read from the presentations. Get animated when you talk and try to be more expressive.

2. Live Polls and Q&A: A live poll is a great way to draw back attention to your topic. Ask attendees at each stage of their webinar whether they want a product demo, an alternative approach, a recording even. You don’t have to push Q&As to the very end. You can dedicate 10 minute slots between your script to invite questions.

Quick Tip

Address attendees by name during the Q&A. Ask them a few things about them before answering questions. This keeps them interested at all times.

3. Get Playing: Stop! Take 3 deep breaths.

1…2….3

We got your attention? Try this during your webinars too. Schedule a quick meditation session, try fun quizzes and use white boards. Shake things up by bringing in a humane element to your webinar.

4. Giveaways: We all love free merchandise and goodies. Apply this hack to get your attendees attention and retain it till the end of the session. You can offer giveaways as prizes or at random - either ways you know attendees will tune in and listen.

Webinar Cancellation Etiquette

If circumstances change or a personal emergency comes up then you might need to cancel your webinar. This can be nerve wracking after all the prep you have done. How do you say no to everyone who signed up? Here’s how you can do it without losing attendees or your sleep.

1. Draft an honest email apologising to your attendees and briefly explaining the reason for cancellation.
2. Clearly explain how and by when participants will receive refunds if they signed up for paid webinars.
3. If you have rescheduled the webinar for a later date then ask attendees to update their calendar.
4. Inform everyone at least 48 hours before the webinar is scheduled. This allows attendees to reschedule any important commitments.

Post-Webinar Mastery: Turning Attendees into Loyalists

Your webinar is successfully done and dusted. Well..hold up! Your job isn’t done yet. You can further leverage the webinar by nurturing potential leads. Start with:

1. Sharing A Recording of your session - This is a low-effort task, but high on word-of- mouth marketing. Recordings are a great way for attendees to recall important details. Attendees can also circulate these recordings with peers - leading to more sign ups for your next webinar.
   
   
2. Ask for Feedback: Share an email with all attendees requesting feedback. This is a great way to express how you value the opinions of attendees. Feedback requests also make it less likely for attendees to immediately forget about your event.
   
   
3. Show Gratitude: Send a thank-you email to all attendees. Write a brief but genuine note, thanking them for their time. You can also add discount codes and coupon codes to your next webinar. This incentivises attendees to sign up again and makes them feel valued.
   
   
4. Share Resources: Have a social media calendar attendees can use? Create a template for product demos or a script for that first interview? Create free resources, relevant to your industry and share it with attendees in your thank you email. The reciprocation will be appreciated by your attendees.

Choosing the Perfect Webinar Platform: What Truly Matters in 2025

Webinars are events too and so they need a webinar platform that is pre-integrated with an event management software. Eventify offers this with its suite of ‘Virtual Events’ features. We integrate with popular virtual event platforms like Zoom and Vimeo and even have our own native platform.

This integration gives you the power to:

• Streamline logistics of setting schedules, adding speakers, enabling peer-to-peer to networking and offering videoconferencing - all through one platform.
• Improve webinar engagement with Live Q&A, Live Polls, Live chat and 1:1 virtual appointment features.
• Gain valuable information via analytics and reporting features. These help track engagement and collect attendee data.

Eventify is built for event success. Let us show you how! Schedule a demo with us.