The Ultimate Webinar

Planning Guide

Why Webinars?

According to CMI, webinars are the second most

effective marketing tactics for B2B marketers.

2

The Problem

Yet, they are the one of

the least used, ranked

12th out of 14 most-used

tactics overall.

What Gives?

We avoid webinars because of the time, effort, and

resources they take to put together.

It Doesn’t Have to Be Hard

This guide is all you need to be a webinar champ.

Here’s What We’ll Cover

• Webinar timeline

• Speaker tips

• Presentation best practices

• Benchmark data

Webinar Timeline

Timeline at a Glance

-6 weeks-4

weeks-

2weeks-1week -1day -1hour GO

+24 hours

Plan Promote Execute Next

Plan: 6 Weeks Before the Webinar

• Choose a topic

• Choose your presenters

• Choose a date

• Schedule a kick-off call

• Select your support team to

monitor attendee questions

and technical issues

Plan: 4 Weeks Before the

Webinar

• Schedule your webinar and dry run

• Create your registration page

• Book a conference room

• Schedule emails: Invitation emails to targeted personas

Registration confirmation

2 Reminder emails (one week before, one hour before)

Thanks for attending (with recording link)

Sorry we missed you (with recording link)

Promote: 2 Weeks Before the

Webinar

• Send invitation emails to targeted personas

• Promote webinar via social media & blog

• Promote via free webinar listing sites, including:

Webinarlistings.com

Webinarhero.com

Webinarbase.com

Eventspan.com

Promote: 1 Week Before the

Webinar

• Send reminder email

• Continue to promote via

social media and blog

• Send internal email to

encourage promotion

• Schedule a conference room

Execute: Day of Webinar

24 hours before the webinar:

• Reminder email to registrants

• Email registrants and encourage them to have a hard phone line, a hard internet line and to print out a copy of the presentation in case their internet goes down (that way, they can still promote

• 1 hour before the webinar:

• Remind your registrants again

• Set up webinar room: hook up computers, paste a “webinar in session” sign on the door, etc

Post-Webinar to-dos

• Measure your webinar, focusing on metrics like:

Conversion rate

Attendance rate (33% is industry norm)

Leads

Registration number

• Write a follow-up blog post including answers to

the most common questions that came up in the

webinar

• Use webinar recording for future blog post CTAs

Speaker Tips

Audio Best Practices

• Dial in to the webinar 30 minutes prior to webinar start time

• Turn cell phones on silent

• Keep cell phones (especially Blackberries) away from the call in line to prevent audible feedback

• Join from a quiet place where you won’t be disturbed

• Use phone controls to mute your line when not speaking to mitigate background noise

Web Best Practices

• Be sure to have your laptop plugged into a

power source

• Avoid wireless connections if possible

• Print the deck in case web connection fails

Presentation Tips

Deck Design

Consistency

• Just because there are multiple speakers doesn’t

mean there should be multiple templates. Keep

the design consistent throughout the deck.

Image-heavy

• Like any presentation, webinar decks should let

the images tell the story. If you don’t give

attendees something entertaining to look at,

they’ll tune out.

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