How to Create a Webinar Template

Webinars provide an accessible, cost-effective, and efficient method for small businesses to enhance their marketing efforts. Webinars can benefit a business's various aspects, including creating brand awareness and fostering a tight-knit community around the brand. Their immense impact is evident as an impressive 73% of marketing and sales teams consider webinars their top choice for lead generation. Webinars offer significant marketing benefits as they generate and convert leads, increase brand awareness, establish expertise, foster direct audience engagement, and enhance customer experience. 

Contrary to common belief, hosting webinars can consume little resources. In most cases, hosting a webinar is both time- and cost-effective, with the added benefit of scalability. With proper planning and the right webinar software, webinars can be as effortless as conducting webinars and meetings. The key lies in having reliable webinar templates that streamline the process, saving you time and effort. If you have succeeded with webinars and intend to organize more, developing reusable webinar templates that save time while maintaining a professional appearance is logical. This blog outlines creating personalized webinar templates that can be customized and utilized according to your requirements.

What is a webinar template?

A webinar template is a customizable framework or design asset that businesses can use repeatedly for various webinars. It can come in slide decks, scripts, landing pages, online campaign ads, emails, and banners.

Essentially, a webinar template serves as a blueprint or skeleton for creating comprehensive webinar content. It is comparable to the templates available in word processing software like Microsoft Word or Google Docs that provide a structure for creating resumes and documents. With a webinar template, you have a foundation upon which you can develop a complete webinar tailored to your chosen topic.

Webinar templates ensure consistent style and formatting throughout the presentation. Many webinar events utilize tools like PowerPoint and modern alternatives such as Google Slides and Apple's Keynote. Hosts and presenters use these software options to create webinar templates, forming the basis for their entire presentation.

What's the benefit of using webinar templates?

Webinar templates save time and money while ensuring consistent quality and branding across your webinars. For webinar beginners, utilizing available templates is an excellent starting point for creating your webinar flow. Webinar templates save time and money while ensuring completeness and highlighting all crucial elements. Starting with a template, you can quickly fill it out with your content and branding.

Creating a webinar template is a one-time or rare task. Once you finalize the design for your webinar invite template, for example, you're done! You no longer need to worry about font choices or color-coding webinar slide templates whenever you plan a webinar. Templates save you time and the decision fatigue that comes with starting from scratch repeatedly.

After conducting a few webinars, you can refine and reuse your branded webinar templates for future sessions, providing your audience with a recognizable and consistent branded experience. For instance, a branded slide with a message like "Please wait... The session will start soon!" can be created once and used in multiple sessions with minimal customization. Utilizing webinar templates allows you to streamline the process of creating and delivering webinars, allowing quicker and easier rollout and enabling scalability in your webinar output.

Moreover, a webinar template provides ongoing value. You can repurpose each webinar into blog posts, podcasts, or infographics, maximizing your return on investment (ROI) in hosting webinars. While it is not a common practice, it is highly customizable. You can create multiple variations of the same template to maintain a fresh and diverse appearance.

Download Hubilo's Essential Guide to Repurposing Webinar Content

Examples of webinar templates

Let's explore the types of webinar assets you can create templates for.

Slide deck templates 

Slide deck templates are essential for webinars. A report states that the most engaging webinar format is a presentation that teaches them how to do something specific. Creating a template in PowerPoint allows you to reuse slides and slide layouts across multiple sessions conveniently. You can include various slides such as the title, speaker bio, agenda, contact information, divider slides, and more. Additionally, you can prepare general slide layouts tailored to specific content types, such as graphs, bullet points, comparisons, and images. Since the slide deck is obvious during the webinar, ensure that your slides are branded, consistent in tone, and uniform.

Email templates

Email templates are a crucial asset for webinar communication. Throughout your webinar campaign, you'll send various emails to your registrants, including the initial invitation, registration confirmation, reminder emails, and thank-you/follow-up emails. Creating email templates allows you to easily replace specific details for each webinar while keeping the rest of the email content consistent. For example, the registration confirmation email can be a template with minor modifications.

Subject line: [CONFIRMATION] Thank you for registering for our Webinar

Hi [first_name],

You are in!

Thank you so much for registering for our [webinar title] webinar.

Here’s the link to the webinar: [link]

Use it to join us on [date], at [time] for the session (add to calendar),

Don’t worry, we’ll send you a reminder before the webinar starts.

See you then!

Your host,

[your_name]

Webinar script templates

You can create a webinar script template if you prefer scripting your webinars and follow specific formats such as product presentations, training sessions, or tutorials. By outlining the key elements of your script, you can reuse it for future webinars. Here's an example template:

• Write a compelling and informative title for your webinar.
• Introduce the topic and explain its benefits to your audience.
• Provide an overview of the webinar agenda.
• Encourage attendees to ask questions in the chat box, mentioning that you'll address them during the Q&A session.
• Present the main content, focusing on explaining the problem, offering solutions, providing examples, and showcasing how your product or services can help.
• Engage your audience with bonus material, giveaways, or discounts for their next purchase.
• Summarize the webinar and highlight the key takeaways.
• Provide suggestions for further reading or resources.
• Express gratitude to everyone involved.
• Conduct a Q&A session to address audience questions.

Using these templates, you can streamline your email communication and create consistent webinar scripts that align with your preferred formats.

Landing page templates

Landing page templates are essential for your promotional efforts as they are the destination where potential registrants can find all the necessary information about your webinar. The average conversion rate of a landing page is 26%. The landing pages typically include compelling content, critical details about the event, and a prominent registration button. By creating a landing page template, you can easily update it for each webinar session.

Online campaign ad templates

While it's important to maintain originality in your online ads and webinar promotions, there are benefits to reusing design assets and maintaining consistency across your marketing materials. Using online campaign ad templates, you can create a cohesive visual identity that aligns with your landing page design, slide deck, and other webinar assets. This approach helps make your webinars instantly recognizable and reinforces your brand identity.

How to create a webinar template

Follow these four steps to create a webinar template that you can adapt for future use:

Choose the appropriate presentation webinar platform.

Select a reliable presentation app that allows the webinar's guest speaker to present valuable information in a visually appealing and easily understandable manner. Ensure the chosen webinar platform is user-friendly for your team and webinar guest speakers who may need to create their slides.

Select or create your webinar template

Most presentation apps offer a variety of pre-loaded design templates or themes. Choosing a theme gives your slides a consistent and unified appearance. You can select a template from the available options and customize it to match your brand identity by adding your logo, using your official font, or adjusting the colors accordingly.

The chosen or designed template will serve as the standard for promoting your webinars to the public. It helps establish brand recognition among people who repeatedly receive your webinar announcements. While maintaining consistency, allowing room for customization is essential if you wish to introduce occasional changes. For instance, consider creating multiple variations of the same template by adjusting colors, repositioning images, or adding additional visual elements.

Once you create a template, you can upload it to your preferred presentation platform.

Create an webinar outline

Create an outline for your webinars to maintain consistency throughout your webinar and ensure a smooth flow of content. An outline helps you organize your webinar content effectively and prevents the guest speaker from exceeding the allotted time.

When creating your webinar slides for the presentation, consider including the following sections:

• Opening slide: Introduce the guest speaker, provide an overview of the topic, and outline the agenda for the webinar. You can also utilize this slide as a promotional poster to market the webinar to your audience.
• Table of contents (optional): Give your audience an idea of what to expect from the webinar, which can help keep them engaged until the end.
• Presentation slides: Include relevant webinar slides that cover the critical points related to the topic. Avoid overcrowding slides with lengthy paragraphs. Instead, use bullet points and concise information to deliver the message effectively.
• Visual content: Incorporate charts, graphs, videos, memes, or cartoons to enhance engagement and understanding. Remember the principle of "show, don't tell" to effectively communicate ideas.
• Recap slide and call-to-action: Summarize the main points discussed in the webinar and include a relevant call-to-action if applicable. It helps the audience reinforce their understanding and encourages them to take action.
• Questions and answer section: Allocate time for a Q&A session where the speaker can address audience questions and provide further clarification.
• Thank-you message: Conclude the webinar with a slide expressing gratitude to the guest speaker and the audience. It adds a formal touch to the conclusion of the event.

By providing this outline to your webinar guests, you can guide them in preparing compelling and well-structured content. Remember to emphasize the importance of visual richness, concise information, and interactive elements to deliver an engaging webinar experience.

Configure the master settings.

Configure the master settings for your webinars to address the technical aspects and ensure a smooth and glitch-free experience for both organizers and participants. While we have primarily focused on the aesthetic and conceptual aspects of creating a webinar template so far, it's crucial to recognize the technical side of the setup.

Many webinars fail because organizers must conduct a dry run with their guests and overlook technical preparedness. Incorporating technological readiness into your webinar template is essential.

For example, you can configure video settings in advance to ensure consistency across all your webinars. Using the right webinar tool, such as Hubilo, you can set the host's video to be automatically enabled for every webinar, eliminating the need for manual adjustment each time. Similarly, participants' cameras can be automatically disabled, simplifying the setup process. 

Having these master setups in place saves you time and eliminates the need to repeatedly adjust finer technical details for each webinar. Maintaining consistent basic settings and making necessary tweaks can streamline your webinar planning and deliver an optimal experience for your guests and attendees.

Download our free Ultimate Webinar Planning Checklist!

How to choose the right webinar template for your needs

To choose the suitable webinar template for your needs, identify your recurring requirements and commonalities among your webinar sessions. This analysis will help you determine which aspects can benefit from template usage.

• Consider using ad banners and registration page templates to promote your webinar to ensure a consistent and visually appealing marketing approach.
• Since you will send multiple emails throughout the webinar process, such as invitations, registration confirmations, reminders, and thank-you messages, create email templates to streamline your communication and maintain a cohesive message.
• If you prefer to wait until all attendees have joined before starting your presentation, it's advisable to have a "The session will start soon" slide template. Additionally, if you have specific sections like Q&A, speaker presentations, agendas, or closing slides, develop templates for each of them to maintain a structured and professional flow.
• If you follow set scripts for your webinar sessions, consider creating templates that align with your webinar scripts, ensuring consistency in delivery and content.
• If you have a webinar lobby where you showcase on-demand webinars or upcoming events, create a professional, uniform, and on-brand template to provide a visually appealing and organized experience for your audience.

Expand your brand's reach with webinar templates.

If webinars are recurring in your marketing strategy, webinar templates will quickly become a valuable asset. They save significant design time and resources, enabling you to produce webinars more efficiently and scale your efforts. Additionally, using templates ensures a consistent and professional appearance for your webinars. Identify which content elements and design assets can be reused and establish placeholders for elements requiring updating each session.
By utilizing webinar templates, you can expand the reach of your brand's content and effectively communicate the expectations to potential attendees. The creation of templates enables you to streamline your recurring webinar needs. Once you establish a foundational template and configure the essential settings, you can eliminate the need to address minor details repeatedly. Simply schedule the webinar, moderate the event to ensure active participation, and leave your audience craving more. Experience the simplicity of hosting engaging online events and memorable webinars to foster customer relationships.

Hubilo is a comprehensive webinar platform that allows you to streamline your webinar promotion, manage email campaigns effectively, and create captivating landing pages to drive registrations and engagement. Hubilo serves as a comprehensive webinar platform that offers additional features to support your marketing efforts to further enhance your webinar experience. With Hubilo's Landing Page Builder, you can create stunning and engaging landing pages for your events. You can choose from a variety of templates and easily customize them with event details, speakers, sponsors, banners, forms, and more. Hubilo's Email Marketing Engine allows you to craft personalized event messages and run targeted event marketing campaigns. You can create beautiful pre and post-event emails to boost attendance and engagement. This powerful yet user-friendly email automation tool enables you to personalize your event-related communication according to your brand, maximizing the impact of your messaging. From creating webinar templates to designing captivating landing pages and running targeted email campaigns, Hubilo empowers you to deliver exceptional online events and foster lasting relationships with your audience. Request a demo today and discover how our webinar templates can streamline your webinar strategy, engage your audience, and drive meaningful results for your business.