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How to Plan, Host, and Grow a Successful Webinar Series

 

Webinars are one of the best ways to combine education and engagement in one place. They are an effective tool for building trust with your audience and allow your company to share industry knowledge, generate leads, and even strengthen your brand’s credibility.

 

Whether you are planning your first webinar or looking to fix up a current strategy, this guide shares information through all stages of webinar creation so that your webinars feel valuable and worth attending.

 

Why Webinars Work

There are various digital marketing channels to choose from, but webinars continue to outperform other formats when it comes to engagement. 

 

  • High Engagement: The average viewer spends almost an hour (about 57 minutes) watching a webinar.

  • Affordable Lead Generation: Webinars cost about $72 per lead compared to over $800 for in-person trade shows.

  • Quality Data: Each registration provides insights like names, roles, and company information.

  • Sales Impact: More than 70% of marketers say that webinars directly influence revenue.

    (HubSpot, AEvent)

 

Webinars are important because they are not just focused on a sale, they are focused on sharing value and creating a long-lasting relationship with viewers. 

 

Step 1: Define Your Audience and Purpose

In order to create a proper foundation for a good webinar, it is important to have a clear idea about who you are talking to and why you are talking to them.

 

Some questions to think about:

  • Who is your target audience? (Customers, students, etc.)

  • What problem can you help them solve?

  • What do you want people to walk away with?

 

Keeping these questions in mind will help you to understand who your target is and make a prediction about which topics they care about the most, defining the purpose of your webinar.

 

Step 2: Choose the Right Topic 

In terms of choosing the right topic, you want to be sure that your webinar is actionable and relevant. Some ideas to generate a topic can be by looking at what your company’s strengths are, looking at frequently asked customer questions, or looking at trending themes in the industry.

 

Step 3: Pick a Platform that Fits Your Goals

There are various webinar tools to choose from, but determining the best one depends on your needs and audience size. A few platform options and their uses are listed below.

 

  • Zoom Webinars: provide seamless integration with Zoom meetings

  • GoTo Webinar: great for mobile users and larger events

  • Demio: allow interactive features like polls and chat functions

  • Livestorm: browser-based and easy to automate

    (GetVoIP, G2, WebinarNinja)

 

Before fully committing to a platform, it is important to test the software to make sure that it runs smoothly. Technical issues can cause your audience to lose attention immediately.

 

Step 4: Create a Timeline

Webinars take time to perfect, and keeping a structured timeline keeps everything on track and allows you to stay consistent if you plan to host multiple.

 

Here is a simple 8-week timeline you can follow:

  • 8 Weeks Out: choose your topic, speaker, and overall goal

  • 6 Weeks Out: select a platform and build your registration page

  • 5 Weeks Out: finalize your outline and design your slides

  • 3 Weeks Out: start promoting on social media and email

  • 2 Weeks Out: run a practice session and check all technology 

  • 1 Week Out: send reminders and finalize your visuals

  • Day Of: host the webinar, engage in the chat, and record it

  • After: Send thank-you emails and analyze results

    (HubSpot)

 

Step 5: Promote with Intention

Your promotion strategy should start at least three weeks before the event and should use a variety of digital channels.

 

  • Email Marketing: send an initial personalized invite to prior customers, and then follow with two other reminders (a week before and the day before)

  • Social Media: post teasers or other promotional content on social media

  • Blog or Website Post: write a short piece about the webinar topic and include the registration link

 

Step 6: Structure Your Webinar

A well-structured webinar keeps people interested. You can follow this format:

 

  • Intro (0-5 min): Welcome, introduce speakers, and ask an engagement question like “Where are you joining from today?”

  • Main Presentation (25-30 min): Share your key insights with visuals and examples

  • Q&A (10-15 min): Open the floor for questions. 80% of webinar attendees say this is the most engaging part

  • Closing (2-3 min): Thank your audience, restate main takeaways, and invite them to your next session (if you have one)

    (AEvent)

 

Step 7: Follow Up

The follow-up stage builds a lot of value. Some ways to follow up include sending a thank-you email, asking for feedback, or sharing highlights from the webinar on social media platforms. 

 

Follow-up communication shows that you value your audience’s time, and it also keeps your brand at the top of the mind. 

 

Step 8: Track Key Metrics

Once you have completed all of these steps, you can take a look at the webinar results. By tracking metrics, you can see what worked and what can be improved. 

 

Here are a few metrics you can pay attention to:

  • Registrations: total sign-ups to gauge interest

  • Attendance Rate: how many people actually showed up

  • Watch Time: longer viewing times show whether the content resonated 

  • Q&A Engagement: how many people participated

  • Post-Webinar Feedback: use any feedback to develop future webinars

 

Step 9: Create a Series, Not Just a Session

Building a webinar series, either monthly or bi-monthly, can help you grow an audience that continuously comes back. You can make this a go-to educational resource in your field, so pick a series name that relates to what your webinar’s purpose is and keep repeating this process.

 

Final Thoughts

Webinars are one of the most authentic ways to connect with your audience online. They help educate your audience, which builds brand awareness and trust. They are also a more cost-effective marketing tool versus other forms like trade shows, making them a valuable resource to invest in.

 

Whether you are sharing industry information, product knowledge, or other strategies, a well-planned webinar can be an amazing tool to position your brand as a leader in your space.

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References: 

Drew, R. (2025). The Best Webinar Software Providers for 2025. GetVoIP. https://getvoip.com/webinar-software/

Flexible Pricing Plans for Any Business. Demio by Banzai. (n.d.). https://www.demio.com/pricing

GoTo Webinar Plans & Pricing: Online Conference Software. GoTo. (n.d.). https://www.goto.com/pricing/webinar

Kirsch, K. (2021). The Catchiest Webinar Titles We’ve Seen, Plus How to Make Your Own. HubSpot Blog. https://blog.hubspot.com/marketing/webinar-titles

Livestorm Plans & Pricing. Livestorm: Video Conferencing for any need. (n.d.). https://livestorm.co/pricing

Paul, S. (2025). I Tested 11 Best Webinar Software: My Hands-On Review. G2. https://learn.g2.com/best-webinar-software

Plans & Pricing. Zoom. (n.d.). https://zoom.us/pricing/events

Steiner, S. (2019). The Ultimate Guide to a Successful Webinar. ArcStone. https://www.arcstone.com/the-ultimate-guide-to-a-successful-webinar/

Valko, W. (2025). 39 Key Webinar Statistics for Marketing Success in 2024. AEvent. https://aevent.com/webinar-statistics-for-marketing-success/

Zenhom, O. (2025). 14 Best Webinar Platforms for 2025. WebinarNinja. https://webinarninja.com/blog/best-webinar-platforms/

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