Define the goal, target audience, and success metrics
Choose a webinar platform and plan for required features (registration, streaming, chat, recording, Q&A, integrations)
Set the date and time, confirm time zone, and schedule buffer for setup and run-of-show
Build the webinar title, abstract, and key takeaways
Create a registration page with required fields and confirmation messaging
Write the agenda and run-of-show (welcome, presentation, demos, Q&A, closing)
Prepare slides, visuals, demos, and any supporting assets
Develop speaker notes and assign roles (host, presenter, moderator, tech support)
Set up email invitations and reminders (initial invite, 24-hour reminder, 1-hour reminder)
Configure the webinar settings (waiting room, branding, audio/video options, screen sharing permissions)
Test the audio, video, screen sharing, microphone levels, and internet stability
Run a full dry run with all speakers and moderators, including a rehearsal of transitions
Set up moderation for chat and Q&A (questions collection, escalation rules, follow-up approach)
Plan attendee engagement (polls, questions, interactive segments)
Prepare a backup plan for technical issues (alternate device, hotspot, backup link, recording contingency)
Confirm recording settings and post-webinar access/permissions
Ensure compliance needs are covered (privacy notice, consent for recording, accessibility considerations)
Launch the registration campaign across chosen channels (email, social, website, partners)
Monitor registrations and engagement leading up to the event, adjusting messaging if needed
Start the pre-webinar check-in window and assign a tech person to monitor the platform
Open the webinar early for attendees and handle late joiners
Begin on time with a clear welcome and logistics (how to ask questions, how to access resources)
Deliver the content according to the run-of-show, managing timing and transitions
Moderate questions during the session and capture unanswered questions for follow-up
Close with a call to action (resource download, survey, next event, sales contact)
Send a post-webinar email with recording, slides, and key links
Provide follow-up for leads (segmentation, scoring, scheduling calls, nurturing sequence)
Collect and review analytics (attendance rate, engagement, drop-off points, questions, conversions)
Archive assets and document outcomes to improve the next webinar