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How to Boost Attendance with Webinar Email Promotion

Boost your attendance numbers through the use of effective webinar email promotion. Learn how to set up for success with our creative promotion tips.
April 19, 2023

Webinars have proven to be highly successful and they’re here to stay! In order to obtain the best audience for your webinar, email invites are the best way to do so. This guide will display the correct and most effective way to invite your guests using a strategic webinar email promotion plan.

What are webinar emails?

A webinar email is exactly what it sounds like: it’s an email that invites guests to your webinar. By sending these emails, you can have a higher attendance rate for your webinar. You can send these emails out in bulk to your guests, so everyone receives the same email at the same time!

Why is webinar email promotion important? 

Email marketing is important for your business because it can help you generate leads! These leads can turn into loyal, returning customers for any event you have. Each time you host an online event, be sure to invite these guests.

When to send webinar emails: A sequence for pros

The time in which you send your webinar emails is crucial to obtaining new guests and securing any returning guests!


This email is the first email to be sent out in the sequence, and should be the official introduction to the presentation. You should also include any webinar details and a call to action, such as “Secure Your Spot!” Be sure to include any relevant context in the subject line, so your guests know what to expect.


This email is where you want to drive your guest engagement! You should introduce your speakers and their bios, but especially why this webinar is important. Also include another call to action button to encourage attendees to register now.


Building excitement is done through this webinar email promotion. Create a sense of demand around the webinar so guests will want to register! Be sure to repeat the topic within the email, so guests are reminded of what they are registering for.

Read and Learn: How to Add Energy, Impact, and Results at Every Stage of Your Webinar


This email is the final push before the webinar begins! You should keep the webinar details front and center, along with the final call to action. You can also create a sense of FOMO (fear of missing out) to your guests, so they will know what they might miss if they don’t attend your webinar. 

The 3 components of webinar email promotion 

A webinar email campaign is a series of emails that you send before and after the webinar. They include: 

1. Invitation email

The invitation email is the email that holds all of the information regarding your webinar. Be sure to include the title of the webinar, the date and time, any guest speakers and a call to action. Your potential guests will have all of the information they need to determine if they want to attend your webinar. 

2. Reminder email

Reminder emails can be sent to your guests in the days leading up to the event, or even within the hour before the event begins. If you choose to send out an email reminder in the days leading up to the webinar, you should make the date and time of the webinar front and center. After all, that’s the whole point of the reminder! If you choose to send a reminder email hours before the webinar begins, you can add the webinar link right in the email. Guests may have lost the link and will need a new link to enter the webinar. Add in the subject line “(Webinar Name) starts in one hour!” This will remind your guests of the topic of your webinar.

How to send reminder emails to promote your webinar

3. Follow-up email

You should begin your follow-up email by thanking your guests for attending your webinar! Thank yous go a long way in the corporate world; they show your guests you value them for taking the time to attend your event. You can also take the time to add the recorded webinar in case your guests want to re-watch the webinar at a later time. Webinar hosts can also add a post-event survey for the guest to fill out. This allows your guests to share their experience and determine what worked and what didn’t work. 

The best time for sending emails 

According to recent data findings, these are the best days and times to send webinar invite emails to your guests: 

Best Days To Send: Tuesday, Wednesday & Thursday

Best Times To Send: Between 11:00 AM and 4:00 PM

10 marketing tips for webinar email promotion 

Much like promoting any in-person events, you need to promote your virtual events as well! These 10 email marketing tips will help you promote your webinar in the easiest way possible.

1. Identify and target the right audience

When you begin to create your webinar goals, you need to determine who you are trying to market to. You can use research and focus groups to see what your potential guests are looking for in a webinar. When you create your webinar, use this research to compile a guest list and market your webinar right to them.

2. Optimize your name and subject

When you create your webinar email, be sure to add your name and your company name. This will be the first thing your guests see when they open their inbox, so you will want to make your email as personable as possible! If your subject line is boring or confusing, your guests will most likely not be interested in your webinar.

3. Include the basics

As discussed above, your webinar invitation email should include the basics of your webinar front and center. Including the webinar topic or subject, the date and time, and even the guest speakers will keep your guests aware of what to expect from your webinar. If your webinar requires registration from your guests, be sure to add a link to the registration form. This will be a great call to action to get your guests excited about your webinar. 

4. Impress with examples of your webinar

You can wow your guests with your webinar, even before they attend! In the webinar email promotion process, you can include a slide from your presentation or any information you are planning on presenting. This can create a sense of excitement for your guests and they will be intrigued enough to register. 

Download Hubilo's Essential Guide to Repurposing Webinar Content

5. Make the sign-up process easy

When you create an easy registration process for your guests, the whole experience will be easy and useful! Some registrations will ask for every single detail about the guests, but that isn’t necessary. For some webinars, a simple email address is the only information needed, as the webinar link can be emailed directly to the guest. Guests will also not have to worry about entering their information and having that information stolen by an outside source.

6. Add social proof and testimonials

Adding social proof to your webinar emails will help your guests register for the webinar. In fact, implementing social proof can boost conversions by up to 15%, according to OptinMonster. Nowadays, guests are influenced by others, especially other guests who have attended events in the past. Using these testimonials can help bring guests to your webinar! Be sure to include direct quotes and pictures of previous guests and what they have to say about your webinar.

7. Emphasize the speaker

Guest speakers are the selling point for your webinar! According to a recent survey, 90% of participants felt more alert and attentive while listening to a speaker. Selecting the right guest speakers will inspire your guests to register even more. When you introduce your guest speakers, include their bios, credentials, and any speaking points that they’ll talk about. Emphasizing your guest speakers will help to boost the attendance rate of your webinar! 

Promoting keynote speakers at your webinar

8. Try to create urgency

A well-created webinar email will create a sense of urgency as well as FOMO. You want to create a webinar that your guests definitely do not want to miss. You have the ability to capture the attention of your guests right from the subject line, including statements like “Don’t Miss Out!” or “Last Chance To Register!” By creating urgency and highlighting your guest speakers, your guests are sure to register for your webinar to receive the information you are going to present.

9. Include a strong call to action (CTA)

Calls to action help your guest venture further into the event website. This can be done with a button to register for the webinar. Make the call to action button a different color from the rest of the website, so it stands out and increases visibility. Another important thing to remember is to personalize your CTA’s if possible, as personalized CTAs convert 42% more visitors into leads than untargeted CTAs, according to Affiliatiz. One thing to keep in mind is to not overuse call to action buttons- if you add too many buttons, your guests will be overwhelmed with too many things to click and look at. 

10. Test email subject lines

On average, 347.3 billion emails are sent and received every day, according to Oberlo. With a huge number like that, it’s important to keep in mind that the subject line of your webinar email is what is going to capture the attention of your guests. If you have a captivating subject line, your guests will be intrigued and are more likely to open your email. If you don’t capture the attention of your guests right away, the attention of your guests will be harder to obtain. Be sure to keep the subject lines short, as if you make it too long, some of your guests won’t read the email! Some captivating email subject lines may include: 

  • “Join The Speakers At [Webinar Name]!”
  • “Last Chance To Join Our [Webinar Name!]”
  • “Learn Industry Tips And Tricks At [Webinar Name!]”

Get started with your webinar email promotion

Using email marketing to promote a webinar

Webinar email promotion is a great way to promote your webinar and give guests all of the information right at their fingertips! The first initial email you send to your guests is the first impression your guests will have of the webinar guests and the webinar itself. All of the necessary information should be added in the first email, and it should be front and center so that every guest can see it. As time draws closer to the webinar, you can send reminder emails and help create a sense of not only excitement, but also urgency! If guests haven’t registered yet, you can let them know how valuable attending the webinar will be. If you gain new guests by creating a successful and effective webinar invitation email, you can be sure that they will be back to attend events in the future.

By leveraging the capabilities of the Hubilo event marketing platform, you can create engaging emails that capture the attention of your target audience and compel them to register for your webinar. Use Hubilo's Email Marketing Engine to send personalized messages to your attendees with timely reminders. With Hubilo, you can also track and analyze the success of your email campaigns, allowing you to make data-driven decisions and improve your marketing strategies in the future.

So, whether promoting a virtual event or a webinar, consider utilizing Hubilo's event marketing features to create and execute successful email campaigns that drive attendance and engagement. Request a demo today!

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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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