Some free advice on setting up your very own webinar & making it successful with video conferencing tools

If you’re thinking of getting your digital presence out in the market with an online audience, then a webinar is what you need to deliver. The word webinar is a blend of two words viz. web and seminar. Other words that easily describe a webinar are online seminars, virtual events, etc.

Webinar participants can use devices like PC’s, Laptops, Smartphones, or Tablets to see and hear audio and video feeds. Users who host webinars can broadcast presentations that run-in sync with the actual presentation. An online meeting or online video conferencing software is the perfect solution to conduct global webinars. As a webinar is interactive, it offers a host of opportunities for users to ask questions, launch chats, conduct surveys or polls, etc. 

But presenters experience various challenges whilst conducting a webinar.

  • Lack understanding of webinar objectives
  • Inability to identify webinar suitability and target audience
  • Time to host the webinar
  • Duration of the webinar
  • Size of the audience
  • Choosing the best video conferencing software
  • Setup the video conference application
  • Promoting your webinar

This comprehensive guide tells you everything about making your webinar successful.

Let’s learn how you can plan your webinar with top video conferencing

  1. It’s important to define your requirements or objectives.

Conducting a webinar within a framework of practical objectives becomes a roadmap with the best practices that need to be followed. Not following a definitive rule-set can create negative outcomes and achieve nothing. It is crucial to understand various parameters to make the first phase of conducting a webinar robust viz. aspect of the webinar, expertise, marketing, training, influence people, draw leads, etc.

  • Understand the scope of your webinar.

As there are various webinar categories, each webinar serves a particular purpose. These can be included as automated, on-demand, paid, and live. If you’re looking at generating awareness, then it may be wise to use a live webinar, and not a paid webinar. If you’re looking at audience and leads, then a combination of an on-demand webinar and live webinar would be a great choice. Your choices may be flexible, but productivity would still depend on the type of webinar.    

  • Time to host a webinar is crucial for successful outcomes.

As most of the webinars are conducted using cloud-based video conferencing software, it is crucial to understand the time aspect of conducting a webinar. If you’re considering an international audience, then the time zone, day, and time need to be considered very carefully. For example, the best time to host a webinar can be 11 am, the most favorable days can be between Tuesday and Thursday.

  • The duration of the webinar is key for the audience to stay engaged.

Ideal webinars last for about 30 mins or an hour. Anything more than this duration tends to take participants off of the webinar. If you wish to push your webinar duration beyond the idea limit, then the practice would be to divide the webinar into smaller parts. Breaking a large webinar into smaller ones builds a good environment for participant excitement or eagerness.

  • Understand your audience size.

The size of your audience matters the most. Knowing your attendee list is crucial in understanding the content, and the Online Web Conference software that needs to be implemented to make the digital event successful.

  • Choose top video conferencing webinar software.

No matter how strong your webinar content is, the quality of your video conferencing platform can make the event successful or take it down completely. There are various video conferencing software in the market, but choosing the best webinar software needs a lot of research and analysis before one can invest in subscribing for a plan. Some important factors need to be considered before investing in online video conferencing software.

  • Is it easy to setup?
  • Is it affordable or how much are you willing to spend?
  • Does it have free sign up?
  • Will the video conferencing software support your webinar needs and audience?
  • Does it have the tools or features to conduct your webinar?
  • Setting up your equipment    

 Obviously, after choosing the right video conferencing platform, it is important to set up the software optimally for a successful webinar outcome.

There are various things you need to consider technically before setting up viz. device compatibility, high-end webcams for presenters to deliver high-quality video and audio, uninterrupted power source, and seamless internet connectivity for exceptional communication & presentation.

  • Marketing your Webinar is key to getting a large audience.

There are various platforms wherein presenters can market their webinars to leverage a large audience and garner the best outcomes. Some of the best channels or platforms that have the potential to market your webinar include –

  • Building a single-page website
  • Promote your webinar on various social media platforms viz. Facebook, Instagram, Twitter, LinkedIn, etc.
  • Send out bulk emailers to prospective targets
  • Write articles, blogs, create teaser videos, promote paid ads, and more

The trick to make all the above successful is good quality content. Fresh and engaging content applies to every marketing channel mentioned above. With good quality graphics, video content, or text, presenters have the potential to leverage the entire web as it is open for everybody to see and respond to.

  • It’s important to track your webinar metrics

Webinars can be recorded for the entire session in video conferencing software, once it is complete, a webinar stack can be created and re-run on different channels or platforms for users who missed the event or want to watch it again. Review your webinar performance based on analytics and metrics to understand and improve your webinar experience. To augment this process, a simple “Thank You” page can help your attendees leave a good feedback and rate the webinar as well. This can be coupled with referrals, early invitations, encouragements, lead engagement, etc.

  1. Compartmentalize your target audience

Compartmentalizing your target audience makes it easier to market the webinars based on prospective opportunities or customers. Mapping out the right set of content for the right audience category makes the complete process seamless in terms of relevancy, goals, outcomes, expectations, etc. A good “Call to Action” makes a huge difference for the segmented audience to take the right decision and attend the webinar.


Running your first webinar can be extremely easy provided presenters realize the importance of taking decisive steps to achieve optimal success. To begin your first webinar, it is important, presenters look at top video conferencing software that provides great bandwidth, enhanced data security, and a suite of features to make the webinar productive, engaging, & efficient for the presenter and the attendees. Visit us: –

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