How to setup a successful Webinar for your clients

Webinars are fast becoming one of the most popular tools for online marketing.

Through webinars you will be able to conduct training programs, generate sales leads, and launch new products – among other things. They can be an effective way to grow your online business and develop your network across states as well as keep everybody else well informed about your business.

But how do you set up a webinar for your clients?

Webinars are effective if they work well but may also create a bad impression about you and your business if sloppily done. Your clients may even totally lose their confidence on you if the presentation was ill prepared. The secret to having a successful seminar lies in having a thorough planning prior to the event. A well-planned and well-prepared webinar will prevent poor performance.

The first step is to set up a timeline that should commence 8 weeks before the event. The various activities, which you have to undertake according to such a timeline, are as follows:


Timeline General Tasks Specific Tasks
8 to 7 weeks prior Event Planning
  • Select the Webinar Topic
  • Choose the speakers
  • Finalize the time and date
  • Choose the technical service provider
  • Assign somebody for the technical details
6 Weeks prior Event Design
  • Prepare the content and outline of the webinar
  • Decide if you need a moderator
  • Determine how you will invite participants
  • Set the registration procedures
  • Prepare materials to be distributed to participants
  • Set and prepare the type of interaction to be used, i.e. PPT, application sharing, chat, etc.
  • Plan your audio requirements – will it be an audio cast, video conferencing, or teleconferencing


4 Weeks prior Event Marketing
  • Determine your target audience
  • Put up a list of probable participants
  • Send out emails invitations with links to registration page
  • Design and Develop landing pages for registrants
1 Week prior Final Preparations
  • Do a dry run of the webinar with the presenters
  • Practice transitions and event flow
  • Send out reminders 1 week before, 1day before, and 1 hour before the webinar
Day of the Event Hosting
  • Hold a preconference meeting with staff and speakers or presenters.
  • Review conference flow and scripts
  • Test audio quality
  • Finalize how Q&A session will be handled
  • Man the help desk yourself for any last minute questions
  • During the webinar, make sure the attendees are muted when a presenter is on.
  • Do the introduction of the presenters


One of the best things about webinars is you can easily set up one all by yourself. However, you need to make sure there are no room for mistakes as the stigma of a sloppily done webinar will haunt you and your business for a long while.

Remember always that the success of the webinar depends a lot on how well all the details are prepared long before the event is conducted. After the event, do a post analysis and review all the questions that were raised as well as any poll results you may have.

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Paul Agabin is the Founder and CEO of Wooka Interactive. He is an internet marketer based in the Philippines which deals with varied topics such as local industry news, seo strategies, content marketing, inbound marketing, social media management, website reviews, and the like. You can contact him at 0917-5069839.

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