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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
• Se...
Plan: 4 Weeks Before the
Webinar
• Schedule your webinar and dry run
• Create your registration page
• Book a conference r...
Promote: 2 Weeks Before the
Webinar
• Send invitation emails to
targeted personas
• Promote webinar via social
media & blo...
Promote: 1 Week Before the
Webinar
• Send reminder email
• Continue to promote via
social media and blog
• Send internal e...
Execute: Day of Webinar
24 hours before the webinar:
• Reminder email to registrants
• Email registrants and encourage the...
Post-Webinar to-dos
• Measure your webinar, focusing on metrics like:
 Conversion rate
 Attendance rate (33% is industry...
Speaker Tips
Audio Best Practices
• Dial in to the webinar 30 minutes prior to
webinar start time
• Turn cell phones on silent
• Keep c...
Web Best Practices
• Be sure to have your laptop plugged into a
power source
• Avoid wireless connections if possible
• Pr...
Presentation Tips
Deck Design
Consistency
• Just because there are multiple speakers doesn’t
mean there should be multiple templates. Keep
t...
Want More Great Guides?
Click Here
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The Ultimate Webinar Planning Guide

  1. The Ultimate Webinar Planning Guide
  2. Why Webinars? According to CMI, webinars are the second most effective marketing tactics for B2B marketers. 2
  3. The Problem Yet, they are the one of the least used, ranked 12th out of 14 most-used tactics overall.
  4. What Gives? We avoid webinars because of the time, effort, and resources they take to put together.
  5. It Doesn’t Have to Be Hard This guide is all you need to be a webinar champ.
  6. Here’s What We’ll Cover • Webinar timeline • Speaker tips • Presentation best practices • Benchmark data
  7. Webinar Timeline
  8. Timeline at a Glance -6 weeks -4 weeks - 2weeks -1week -1day -1hour GO +24 hours Plan Promote Execute Next
  9. 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
  10. 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)
  11. 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
  12. 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
  13. 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
  14. 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
  15. Speaker Tips
  16. 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
  17. 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
  18. Presentation Tips
  19. 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.
  20. Want More Great Guides? Click Here
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