The Essential Webinar Checklist for Organisers
Enjoy a simpler way to plan your webinars with the help of this week-by-week checklist.
8 weeks to go
FF Prepare a webinar strategy.
FF Identify team members to help
coordinate the event.
FF Decide on the title and content.
FF Confirm webinar duration.
FF Set a rehearsal date as well as the
date of the webinar itself.
FF Confirm speaker’s availability for
both the rehearsal and the webinar.
FF Send calendar invites to speakers.
FF Send joining details for the
rehearsal webinar to speakers.
4 weeks to go
FF Schedule your event in your
platform of choice.
FF Prepare email invitations,
registration page, confirmation
emails and follow-up emails.
FF Prepare opening and closing slides.
3 weeks to go
FF Create a hashtag for your event.
FF Start promoting the webinar.
FF Distribute the first email invite.
FF Add webinar to your website and
blog.
FF Mention it within newsletters.
FF Add to social media channels.
FF Ask presenters to promote to their
audience.
FF Secure two computers so you have
a backup should one freeze during
the presentation.
FF A second computer (or screen) will
allow the organiser to see the Q&A,
polls, chat panes and dashboard.
2 weeks to go
FF Send out another email invitation.
FF Analyse your webinar registrations
and plan promotion changes if
necessary.
FF Pose questions to your social
networks to spark interest and
gather feedback.
1 week to go
FF Send out another promotional
email (try a text version rather than
a HTML).
FF Continue to promote via social
channels.
FF Hold a rehearsal with all speakers.
FF Add speakers as panelists to the live
event.
FF Set up poll questions and exit
survey questions.
FF Send joining details to the
speaker(s) and/or moderator.
1 day to go
FF Send “Last chance to register!”
email.
FF Send out a reminder to attend
email.
1 hour to go
FF Disable email alerts and pop-up
notifications.
FF Open the webinar in “practice
mode” so attendees cannot join
but your speakers can.
FF Welcome your speakers.
FF Perform a final sound check.
FF Give presenter controls to those
who need to advance the slides or
show their screens.
FF Reconfirm the format of the
webinar (intro, presentation, poll
question, Q&A, wrap up, etc.)
FF Remind everyone who is
responsible for what (who is
launching polls, who is dealing with
questions behind the scenes, etc.).
FF Place mobile phones on silent.
FF Send out final reminder to join.
30 minutes to go
FF Put a sign on your door: “Live
webinar on air – do not disturb”.
FF Have water handy in case of a dry
throat or coughing fit.
5 minutes to go
FF Show your screen.
FF Allow attendees to join and view
your pre-webinar slide.
FF Enter a welcome message into the
chat pane: “Thanks for joining! We’ll
begin in 5 minutes”.
1 minute to go
FF Mute all non-speaking panelists
and organisers.
FF Turn on webcams.
FF Start the broadcast and hit the
record button.
DURING the webinar
FF Welcome the audience.
FF Display the agenda, title and
housekeeping slides.
FF Chat out Twitter hashtag.
FF Chat out useful links (e.g., book
recommendations).
FF Send private message to speakers
advising them of time remaining.
FF Wrap up. Tell audience that you’ll
send the recording via email.
FF Encourage audience to take the
exit survey.
FF Thank speakers, sponsors and
audience for attending.
FF Click “Stop Recording”.
FF End the webinar on time.
AFTER the webinar
FF Hold debriefing with speakers and
organisers.
FF Agree who will handle any
unanswered questions.
FF Archive the webinar recording.
FF Send follow-up emails to all
attendees and no-shows within 24
hours (even sooner if possible).
FF Promote on-demand recording on
website and social channels.
FF Share performance metrics with key
stakeholders (such as total
registrations, attendance, product
demo requests, etc.).
Checklist GoToWebinar

About GoToWebinar

GoToWebinar makes communication with prospects, employees, partners and customers easier and more efficient than any
webinar product available today. With GoToWebinar, you can give presentations, perform product demonstrations and
deliver industrywide messages to up to 1,000 attendees, anytime, anywhere — all for one flat fee.

For more information and to request your free trial, visit www.gotowebinar.co.uk
For more tips, insights and ideas, visit our blog: http://blog.gotomeeting.co.uk

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