How To Set Up Webinar Meeting in 2021 ? Detailed Walkthrough

How To Set Up Webinar Meeting
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Webinars are a remarkable way to address many participants, employees, students, colleagues, or collaborators. You can build communication, convey a message, discuss a project or commercialize a product.

You can reach out to a substantial audience through a webinar. In this article,  I would introduce you to the best webinar hosting platform I.e. GoToWebinar, its striking features, and why it is the best webinar hosting platform among all others.

Webinars have entirely replaced the physical world seminars, and why wouldn’t they? Webinars are so much more convenient than the workshops for which you would have needed a huge hall, make sitting arrangements,

Get ready, travel to the particular location and then conduct seminars. 

On the other hand, you don’t need a hall for webinars, no sitting arrangements, no traveling, you just need a laptop or computer, a stable internet connection, and you are done. It’s so practical for both the organizer and the attendees.

How To Set Up Webinar Meeting - gotowebinar

Anyone can attend it from anywhere, with no traveling expense or anything. The plus point of a webinar is that you can record it and then send it to the ones who have missed the webinar or to a different audience or keep it as a reference. 

Webinars offer you a great arena to promote a particular product and make an impression about that product in the eyes of your target audience.

You can acquaint all of your employees at once via webinars, a lot better than training them individually and expending plenty of your time.

Webinars let you keep a record of who all are attending your webinar, which gives you an approximate number of people who might be interested in what you are talking about.

There’s an option of writing in the chatbox in various webinar organizing platforms, and it can be beneficial for those who feel embarrassed to talk or raise a question verbally. 

Now, the essential question is, how to organize a webinar? If you have never conducted a webinar, it could be the most critical concern for you, but as you know, every concern comes with its solution.

Here it is; the first requisite for hosting a webinar is choosing your team and how to do that; let’s explore it out.

How to organize a webinar!

  • Choose your team

For hosting a successful webinar, you need to split up the role or function. Assign a particular function to a specific person you think is the best fit for. Do not overburden yourself or anyone by assigning all the work to just an individual.

The three fundamental positions for organizing a webinar are of an Organiser, a presenter, and an assistant.

  • Organizer

 Webinar organizer is an individual who organizes the whole virtual event. They set up the time limit of a webinar, the time duration for the Q&A session, the topic to discuss, and which points to include.

They are responsible for coming up with a systematic plan to organize a successful webinar. They are the ones who approach the guest speakers and convince them to be a part of their webinar.

They decide the speech duration of each speaker and every other thing. The functionality of an organizer is the same as that of a wedding planner. A wedding planner does everything concerning the wedding, and an organizer does the same. 

  • Presenter

 Webinar presenter is someone who presents the whole PowerPoint presentation or whole video. A presenter is there on the screen and tries to explain everything and attempts to convey most of their content.

A presenter can make a webinar boring or interesting based on their way of expressing the topic. Before attending any webinar, the possible attendees inspect everything about the presenter and make sure that the presenter is well qualified for talking about the concerned topic.

They should be encouraging and engaging enough.  They should share some real-life events so that the audience could connect better.

A great presenter is someone who always remains calm and composed during a webinar, getting nervous and letting others observe that is the worst a presenter can do. A presenter should be confident and well-informed to answer every question put up by the audience.

The minute a presenter fumbles in answering a question, the webinar loses a lot of potential audiences.

  • Assistant

 An assistant is someone who takes care of all the technical issues of a webinar. An assistant is practically a moderator. A webinar needs an assistant to make certain that the presenter focuses only on content and all other tasks are handled by an assistant.

An assistant clarifies all the doubts of first-time webinar attendees regarding the operation of webinar software. They help them in logins, participation, and other technicalities.

An assistant sieves questions in the Q&A session so that the webinar time does not get extended because of duplicate or random questions. An assistant adds professionalism to a webinar by dealing with all the technical issues and stepping in several works.

After choosing your team, the next step is to select from the different webinar setups. Let’s see what it means.

Decide the webinar format

The next step in organizing a prosperous webinar is to select a proper format for your webinar. Assign the one that suits you the best.

  • Single speaker

 In this format of the webinar, you will have only one speaker who will converge to all the audiences. It’s so much like a classroom, where a teacher delivers the content, and a class full of students is there to attend that lecture.

A single orator will answer all the queries implored by every student. This format is suitable when you have a lesser number of attendees, as managing a bigger audience single-handedly could be troublesome for a speaker.

It will take a lot of time to answer all of their queries.

Single speaker

  • Interview format

 This format is more or less similar to an interview hall where the interviewer, here the speaker, asks the attendees to assess their mastery and personality to be hired for various posts or positions. Attendees are allowed to ask doubts from the speaker as well.

  • Moderated panel discussion

This format is exactly like the panel discussion room where several attendees discuss the same theme or speak about the same, and that topic has been defined before the commence of that webinar.

  • Q&A format

 In this layout of the webinar, attendees ask their queries from the speaker though, it’s better to take their queries before the webinar to avoid complications.

Plan visuals

The next step for organizing a great webinar is to plan all the visuals. Visuals simply what’s there on the screen in the form of a PowerPoint presentation. It has a huge impact on the victory of a webinar.

No one likes to watch or look over from the overcrowded slides with words. You need to have well-created Slides to attain proper engagement.

Few points to keep in mind while preparing slides for a webinar:- 

  • You should mention the time of commencement of the webinar along with the time of finishing up on the first slide. Not only that, you should mention the objectives of the webinar in the form of bullet points on the first slide itself.
  • Never swarm your slide with too much information or too many texts. The audience will find it difficult to read, and eventually, you’ll lose their attention.
  • Mention everything in the form of bullet points. So, that audience can find it easy to read.
  • Never use a dark background along with a lighter color of texts. It can strain attendees’ eyes, and as a result of that, you will lose their attention.
  • Try to explain with the help of diagrams, tables, or flow charts. It’ll be easy and interesting for the audience in that way.
  • Try to add some humor to your content. What’s better than humor to attain proper engagement?

If you have a decent PowerPoint presentation, you have already got half of your audience’s attention. So, it’s a must provision. Keep that in mind.

Ready Your Camera

The next step towards organizing a decent webinar is to ready your camera. I know it sounds a bit absurd, but trust me, it’s a prerequisite for an excellent webinar. A presenter must turn on their camera during a webinar.

You need to make an eye-contact with your audience to get their attention. The audience needs to see your facial expression to connect better and relate more. There’s a reason for not having such events on a phone call.

The audience needs to see your facial tones to trust you or believe what you are saying.

For a proper visual, you need to have a good camera and a good light source to be visible properly. A bad camera discourages the audience, and it doesn’t seem very professional. It tends to reduce the sincerity of your words.

If you are not visible properly, then it impacts your whole presentation negatively.

Selection of best webinar platform

In my opinion, the best ever platform to host meetings is GoToMeeting:

  • Introduction

The next and most important step towards a great webinar is to opt for a webinar platform. A webinar platform is an arena that provides you with tools and features to host a webinar. By far, GoToWebinar is the best webinar platform.

They have very easy and hassle-free ways to conduct a webinar. GoToWebinar supports all the above-mentioned webinar platforms. 

  • Features

How To Set Up Webinar Meeting - gotowebinar features

Their virtual administration system allows you to conduct a webinar following a quick and susceptible pathway. They record data of attendees for proper follow-ups. They have special features like GoTo stage sharing, polls, etc., for immense audience engagement.

The most reliable element of GoTowebinar is that you can send automatic invitations or email to persuade the audience. You can select a template for your webinar.

You can avoid a few steps while hosting a new webinar by using settings from the last webinar. We can add your brand specifics to your content for marketing and promotions.

  • Host meetings

GoToWebinar provides its users with an effective way to host meetings. It simplifies the whole communication for its users, you can connect from any location, and it schedules your meeting according to your calendar.                               

  • GoToWebcast

GoToWebcast is the arena for hosting both live as well as recorded webinars. You can host a webinar with as many as five thousand attendees. Attendees can access the life or recorded webinar with the same link, and this platform mails them automatic invitations.

You can operate this platform on any device with any browser. This is an amazing platform with affordable prices every month.

  • GoTostage


If you want to enhance your sale by generating leads and proper feedback, this is the best platform. If you use the GoTo stage, you can earn a good spot on the front page of GoTo You can create your channel within the platform for easy access for your attendees.

  • Simulated live  

This platform has been introduced to reduce your effort and time involved and enhance the Return on investment. It facilitates you by letting you conduct a webinar employing pre-recorded videos, but those webinars are as good as any live webinar.                                                         

  • Webinar app

You can download the app on any device and enjoy the great ordeal of GoToWebinar.                                

This is a platform where a trainee can take classes and train the students using screen sharing, videos, audios, and all other features. It delivers an effective and productive experience to the user. GoToTraining is rated by 72% of learners as “very good” or  “excellent.”

It can take your learning experience to the next level.

How To Set Up Webinar Meeting - Goto training

  • Screen Sharing

It allows you to share essential documents with your clients or colleagues. Accession of this feature on GoToWebinar is extremely easy and convenient.

  • User Interface

GoToWebinar offers a quick and simplified user interface.

Price:gotowebinar pricing

GoToWebinar proposes three distinct plans, and you can pick the best suitable one for you.                               

Starter- This particular plan’s expenditure could be 89 USD per organizer per month, but you have to pay it annually.

This pack allows 100 participants at a time. GoToMeeting is included in this pack, and you will get many other services like polls, surveys, Q&A, access to analytics, GoToStage, etc.

Pro- This plan can cost you 199 USD per organizer per month, but you have to pay it annually. This plan promises 500 participants at a time. You will get GoToMeeting free with this pack.

It has all the starter pack features and involves various other features like video editing, soundtracking, video embedding, etc.

Plus- It is the most advanced plan that GoToWebinar offers. It will cost you 429 USD per organizer per month, which should be billed annually. It allows 3000 participants at a time.

You will get GoToWebinar as an add-on. It has all the features of a starter and pro packs.

Customer Support

gotowebinar support

You can type your query on the search box at the support and FAQs section of GoTo Webinar, or you can check out the answers for some already available questions, or you can reach out to their agent.

GoToWebinar hosts approximately 2.7 million every year, and they have 50 thousand clients who trust them more than any other platform.

Required Gadgets for the Webinar

For a great webinar experience, you need some equipment that can contribute to a better experience. Let’s explore some of them. 

  • Microphone

What can be more frustrating than attending a webinar in which the speaker does not have a proper audio quality, right? So, don’t let your attendees feel the same way. For better audio quality, buy a good microphone that can cancel echoes and make your audio clear.

There is a good range of microphones available at different prices. So, select any one from them according to your needs.

  • Earpieces

Earpieces are equally crucial for a webinar. If you want to be a good orator, you need to be a good listener first, and for that, you certainly need an earpiece that can offer you a good service and keeps your hand free.

  • Lights

A good lightning source can make your visuals clearer in a webinar, and it also shows your professionalism. 

  • Green screen

 If you don’t have a great office space, you can use a Green screen for having any background you want.

  • Virtual background

 For a good background, you need virtual background along with the green screen. The virtual background is software that projects various backgrounds on the green screen; without this software, the green screen is futile.

  • Webcam

When you have both a good microphone and an earpiece so that you could speak and hear properly, the next thing you want is an HD camera so that you can be visible suitably.

  • Portable cart

Delivering a speech or presenting a webinar looks more competent if you direct it while standing on a stand-up desk and what could be better than a moving standup desk? It can make your work a lot easier and manageable.

You can just purchase a portable cart or portable stand-up desk and present your webinar effortlessly.

  • Desktop or Laptop

A desktop or laptop with a stable internet connection is a must for a webinar. You cannot even imagine presenting or attending a webinar with them.

If you are guessing that you can do it on your phone, you might be wrong as the phone does not allow all the features of a webinar, and you can have a terrible experience of a webinar.

  • A Good Webinar Platform

You need a platform where you can organize or conduct your webinar. Webinar platforms like GoToWebinar are the best among all. It offers you all the features and facilities that could assist you in hosting a webinar.

Promote your Webinar-

For a successful webinar, you need to have a substantial number of participants or attendees; otherwise, what’s the use of organizing one. A bigger audience means a bigger reach for your products, services, or ideas.

That’s where you need promotions. Promote your webinar as much as you can. Take promotions as seriously as you would take the actual webinar. A good promotional strategy can solve half of your problems.

It’s so much like drawing customers to your shop; now you only have to convince them to purchase your products.

  • A perfect topic

 An appealing topic can be a big hit. If the topic of your webinar is captivating, it can entice a lot of audiences. Always add a subtopic along with the topic of your webinar, which can describe the title a little.

So, that potential attendees can comprehend it better. You can always have a guest speaker on your webinar for a bigger audience. A famous personality who has mastery in that particular field can be persuasive for the audience.

It may cost you a bit more, but trust me, it’s worth it.

  • Social Media

social media

 Promote your product on your social media like Facebook, Twitter, or Instagram. It can provide your webinar with a big boost as people are more involved in their social media than they are in this physical world.

So, promoting your webinar on social media can be compelling enough to entice attendees to your webinar. Let your social media be flooded with your webinar’s advertising content and make those content as compelling as possible. If you are looking to automate social media posts, try the SocialPilot scheduler for social media. 

  • Promotions through email

 Send direct invitations to people in the form of emails. Be on top of your recipient’s email box so that you get noticed.

Sending direct or personalized emails can help them to connect more, and also getting invitations link on their email might be more convenient for them to join your webinar.

  • Seize the day

 There are specific days on which you can attract more audience. According to research, Tuesday is the best to promote a webinar. Obviously, you can promote it on other weekdays or weekends, but make the most out of it on Tuesdays.

Promote your webinar all day but promoting it in the morning from 8 to 10 a.m. can reach more audiences. You should always start promoting your webinar 3,4 to weeks before the webinar.

So, that potential attendees can make a space for it on their schedule. No one wants to attend an immediate event, and also it will give you a lot of time for promotions.

  • Find an influencer

Collaborating with an influencer can expand your attendees to a greater extent. Influencers have a long list of followers who listens to them or get influenced by what they say or do.

So, getting promoted by an influencer can be effective for your webinar. Your expenditure might increase a bit, but so will your attendees.

  • Promote the webinar on your website

Promote it on your website. Put it on as a banner on the front page of your webinar’s website, and you should also put it on the events sections of your website and highlight it a bit.

You can also write a blog or get written from anyone and put it on your website for a better reach.

  • Thank you note or email

thank you note

 Make it a habit to send a Thank you mail or note after every webinar to form better relations with existing audiences.

  • Simplify the registration form

 Omit out extra sections asking for additional information from the registration form. Make it short and simple. So, that attendee can easily fill-up the form within no time.

  • Paid ads

 Promote your webinar using paid advertisements.

Quick Links 

FAQs | How To Set Up Webinar Meeting

👉 Can you host a webinar using pre-recorded videos?

Yes, you can. platforms like GoToWebinar allows you to host a webinar using pre-recorded videos.

👍How can you have more than three thousand attendees at a time?

You can have up to five thousand attendees at a time using the platforms like GoToWebcast.

🤔Can you record live webinars on GoToWebinar?

Yes, you can record a live webinar on GoToWebinar and present it later or keep it for reference.

🤷‍♀️Is GoToTraining effective?

Yes, it surely is. It has earned great responses from 72% of its learners.

🙋‍♀️ Does GoToWebinar keep track of who all are attending the webinar?

Yes, it does. You can use it as potential leads.

❓Does GoToWebinar offer features of polls and surveys?

Yes, it certainly does.

Conclusion | How To Set Up Webinar Meeting 2021

It takes days to organize an effective webinar that has a substantial amount of attendees and can have a great impact. A good webinar platform is a requisite, as it is the niche where you will be hosting your webinar.

So, the productivity of your webinar immensely relies on the tools and features of a webinar platform. If it’s offering you all the features which can facilitate you, your webinar will be effective but if not, then you might face some disappointment.

Webinar platforms like GoToWebinar can deliver you all that you want and at a very reasonable price. So, why not expend a little to gain a lot more.

The expenditure that GoToWebinar is asking for, is nothing in comparison to what it is offering you. I wish you all the best and a great webinar experience.

Higginbotham Drummond

I am Higginbotham who has always loved expressing himself and wished to reach out to the masses by expressing my opinions. My aim is to educate people about the most popular page builders which they can use to build beautiful WordPress-based websites and landing pages. I share my experience and knowledge about WordPress on MegaBlogging.

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