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Once your webinar is planned, it’s time to focus on marketing strategies that will help you reach your target audience and maximize registration and attendance. To ensure your webinar is a success, use these 32 effective tips to increase your webinar’s reach and engage your audience from start to finish.
How to Create a Long-Term Webinar Planning Timeline + The Webinar Series Project Plan [Free Template]
When it comes to capturing the attention of your audience, you want to capture it as early as possible! In the time from the first promotional email being sent to the actual webinar, there should be between 3-4 emails being sent. You can personalize these emails, by adding the guests’ names to create excitement around the webinar.
People in the corporate world see so many emails in a day, that some of them aren’t even opened! According to Templafy, the average office worker receives an estimated 121 emails per workday. By adding a human element like adding names, your guests will be more inclined to open your emails and respond to your webinar invitation. If you have a few subsets of your target audience, you can tailor the emails to fit the needs of your audience.
The promotion for your webinar should begin at the same time you send your first promotional email! Be sure to use all of the major social media platforms (Facebook, Instagram, Twitter and LinkedIn). By using all of these platforms, you can promote your webinar to all different audiences and demographics! You will also have more space to promote your webinar to ensure it gets seen by the most people possible.
Using hashtags on social media can help you gain customers you didn’t know you could get. Make sure the hashtags you use on your webinar post are relevant to your event. You can even use multiple hashtags in the same post but don’t overdo it! Less is more, but with the right hashtags, you can still gain the right audience.
Create a posting schedule in the days leading up to your webinar. Use real images and thoughtful timing to reach different time zones and keep your audience engaged.
Incorporate a clear and compelling CTA in your webinar promotions for future events. Studies show that a well crafted and personalized CTAs can improve conversion rates by up to 202%.
Use your current webinar’s CTA to drive registrations for your next event. Research reveals that the average click-through rate (CTR) for button CTAs is about 5.2%, so use this opportunity to link to your upcoming webinar and ask for feedback on future topics. This will help you create events that your audience will be excited to attend!
When you begin to generate leads, you will want to hang onto those leads for as long as you can. When you deliver the right content and market it at the right time, you can begin to generate leads from all over. You can also create evergreen webinars, which will always be relevant, no matter how much time passes.
Read and Learn: How to Harness Webinars for a 2X Pipeline Boost
Sending reminder emails helps to drive the attendance of your guests. Sometimes, a guest will register for your webinar and forget about it. A small nudge to remind them is all you need! You can send reminder emails in the week, day, or even hours before the webinar begins!
Depending on your webinar goals, you can create either personalized or generic email reminders. For personalized emails, you can include your own name as well as your guests’ name. This feels personal and your guests will feel comfortable attending your webinar. For generic emails, you can keep the email short and to the point. If you have a larger audience for your webinar, you may want to choose a generic reminder email, as you can send it out quickly to everyone.
If you wish to have your webinar filled with guests, you can give your guests an incentive for attending! This incentive can be a small prize or a special download, but it gives your guests a reason to attend. Not only can they receive an incentive, but they will also be receiving the knowledge and information you have planned for during the webinar.
There are some days that just work better than others in terms of hosting webinars. You will have a higher attendance rate when you host your webinar on Tuesdays , Wednesdays, or Thursdays. The most productive hours to host a webinar are between the hours of 11AM-2PM. If there are guests who can’t attend your webinar, be sure to have an on-demand webinar. The link can be provided to guests and they can watch the webinar at a time that works best for them.
Your promotion cycle for your webinar should be done up to 15 days in advance. You will find that guests will register as soon as you begin promoting, and the earlier you promote, the more likely your guests will register and save a spot for your event on their calendar.
In the morning of your webinar, be sure to send out a reminder email! This will not only remind your guests of your webinar happening soon, but you can also express how excited you are to see them. If you send this email to your target audience that hasn't registered yet, be sure to include a registration link for any last-minute attendees.
Interactive tools such as quizzes, surveys, polls, and Q&As help webinar hosts get a better understanding of who their audience is and can increase engagement. Through these tools, hosts can determine the likes and dislikes of their guests, and even create new events around what the guests want to see.
Live webinars are great for guests who can take an hour out of their day to attend. There are some guests who may not be able to attend, so having your webinar on-demand is key for those guests. Webinar hosts can send the link to everyone, and the guests who didn’t attend can watch it when it is convenient for them.
If you create a registration form that is too long, your guests won’t be interested in filling it out. Sometimes, all you need from a guest to register is their email address! Guests don’t want to fill out a form with all of their information on it, so keeping it short is the best way to go.
When you begin to promote your webinar, sending your guests the link to the registration form is the easiest way to gain guests. With a simple click of the link, they are brought right to the registration form, where they can input their information. This can be done for both live webinars and on-demand webinars.
Content hubs are pages that hold all of the relevant content regarding your webinar. Your content hub page can have your registration link, any upcoming events, or interactive tools. Your content hub can help to increase engagement for your webinar!
By using interactive tools, webinar hosts can get a better understanding of what their guests are looking for. Having this knowledge can help you choose a topic that your guests are interested in. Make sure the topic of your webinar is relevant and not too vague!
Exit-intent is the last thing your guests see as they exit your webinar. These pop-ups aren’t like normal pop-ups; they can be links to future event registration pages or your webinar landing page. If you link to a future event, be sure to add the title, the topic of the webinar, as well as the date and time.
A countdown timer helps to add urgency and excitement around your webinar. When you send a promotional email to your guests, you can add the days, hours, and even minutes until your webinar! Your guests will be excited as they watch the seconds tick away leading up to the webinar.
Email marketing is the best way to personalize the emails you send to promote your webinar. You can include your own name, as well as the names of the guests you are sending the emails to. After a guest registers for the webinar, send a thank you email immediately! This will add a human element to your webinar, leaving your guests feeling comfortable attending.
Depending on your webinar goals, you may find that one type of email subject line works better than the other. One subject line can connect your guests to the pipeline and landing page, while the other subject line is straightforward and to the point.
Keep in mind that some of your guests may be in different time zones, so be mindful when you choose the best time and day for your webinar. If you need a better insight into what days and times work for your guests, send out a pre-event survey! While the middle of the week is the most popular time to host a webinar, there may be a day that works better for everyone.
A webinar landing page houses all of the information about the event! You should keep the message on the landing page short, with instructions on how to register for any future events. Your guests may be visiting the landing page from all forms of social media, so you should focus on the current webinar’s information.
If you create a blog about your webinar topic, don’t make it the exact topic! You want your webinar to have all of the information, so create the blog around relevant topics. You should include a call to action within the blog, and then once the webinar is over, the blog can become an evergreen blog, with the information always staying relevant.
If you wish to reach out to similar brands for collaboration, you should promote their events as well. Make sure these brands aren’t your competitors, however! These brands that you collaborate with may have an audience that will want to register for your event and vice versa.
Once a guest is registered for your webinar, they can add the event right to their calendar. Include a button within the registration form to add the event right to their calendar, and they will be reminded of the webinar each time they look at their calendar.
Your call to action should sound urgent, so your guests will be more likely to register for your webinar. This is the time when you let your guests know how valuable your webinar is, and risk FOMO if they miss it!
Just like incentives for registering, you should give incentives for any referrals your guests have. According to Small Biz Genius, 75% of consumers say they favor companies that offer rewards. If your guests refer their friends and colleagues to your webinar, they should be rewarded! The incentive can be small, but it’s something to recognize and thank your guests for bringing in a new audience.
You should record your webinar for a few reasons. Your webinar can be used as a reference point in the future and it can be viewed by anyone who didn’t attend. However, don’t advertise your webinar replay until after the webinar is over. If your guests know that you are planning on sending the webinar replay out after it’s over, they won’t want to attend the webinar, as they can just catch the replay. Once the webinar is over, you can send it to all of the registrants and they can watch it again or for the first time.
If you have guest speakers for your webinar, you should use them to promote it! You can use their name, picture, and credentials to bring in your audience. If your guest speaker agrees to speak at your webinar after the original email promotion, be sure to add them and their likeness to any future marketing!
To boost webinar registrations, promote your event across multiple channels, use eye-catching visuals, and craft compelling messaging. Offer valuable content, early-bird discounts, or downloadable resources as incentives to attract more attendees.
For effective webinar email marketing, send your registration emails 1-2 weeks before the webinar. Adjust the timing based on your audience’s preferences and your overall promotion strategy.
To increase webinar attendance, send reminder emails, create engaging pre-webinar content, and highlight the benefits of attending. Consider adding a Q&A session or interactive polls to keep attendees engaged.
The average webinar attendance rate is around 30-40%. To improve this, send reminder emails, choose convenient times for the webinar, and offer on-demand access for those who can’t attend live.
Decide whether to charge for webinar attendance based on your goals. Paid webinars can generate revenue, while free webinars attract a larger audience and help generate leads.
For effective webinar registration management, use software with tracking features, integrate with CRM tools, and maintain a centralized database for easy follow-up and management.
Prepare for technical issues by providing support contact info, having a backup plan, and offering a recording of the webinar to affected attendees.
Encourage post-webinar engagement by sending follow-up emails with recordings, slides, and additional resources. Invite feedback and keep the conversation going through social media or email.
To handle webinar no-shows, reach out with post-webinar content like recordings or summaries. Segment absentee registrants for targeted follow-ups and nurturing campaigns.
Understanding these webinar registration and attendance FAQs can help you refine your strategies for increasing registrations, improving attendance, and maintaining engagement. By implementing these tips, you’ll be better equipped to host successful webinars.
As a webinar host, you understand the importance of building a large audience for your events. Webinars are a fantastic way to connect with your audience through interactive features like polls, live chats, and Q&A sessions. To help you boost webinar attendance and keep your audience engaged, here are some effective tips:
With Hubilo, you can effortlessly promote your webinars and increase registrations. Hubilo’s user-friendly platform offers advanced marketing tools and a range of engagement features to create a memorable webinar experience.
Hubilo’s Key Features:
By leveraging Hubilo’s comprehensive solutions, you can ensure a successful and engaging webinar that attracts a broad audience and provides a valuable experience for all participants.
Ready to elevate your webinars? Request a demo to explore Hubilo’s features and see how it can transform your next webinar event!
Hubilo is the webinar platform built for marketers that helps you 2X your pipeline. Founded in 2015, Hubilo's powerful engagement features, dedicated client experience team, and custom branding tools have helped create over 12K virtual events & webinars, creating hundreds of millions of minutes of high-engagement experiences and counting. Headquartered in Bengaluru and San Francisco, Hubilo's 200+ employees are dedicated to enabling webinars & virtual events that convert.
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