Best Conferencing Tips

How to Organize a Webinar And Generate Leads for Your Business

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Side view of man working at table on laptop, in corner of a stylish, beige colored workspace, surrounded by frames and notebooks on tableOrganizing and hosting a webinar is one of the many marketing tools you’re able to access to blow open your business, gain clients and develop your audience. Digital marketing is made up of many moving parts that include strategies and tactics to get eyes on your product, service and offering, including blogging, SEO, email, apps, video, and webinars.

Webinars are the perfect tool for connecting with your audience. It’s a low-pressure, high return virtual sales tactic that offers free and enticing information with a call to action at the end. They can be pre-recorded or live and at the very least, are effective at growing your email list. At the most, they can bring in some big-ticket sales, depending on your pricing list and offerings!

Here’s how to organize a webinar and generate leads for your business in just a few steps:

1. What is your topic?

While this might seem like an obvious question, it’s one that you and your team should be clear and confident about. Choosing the right topic that is appropriate for your audience and positions your product, service or offering in the right light plus offers a solution-oriented approach will shape your topic and create an expert presentation.

Group of three working from same laptop on table in communal workspace Man clicking through laptop, and woman writing notesAlso, deciding if your presentation is a sales presentation or not, will help to establish which words and terms you’ll use to connect with your audience. Speaking of your audience, do you know who you’re speaking to? What is the persona of your buyer? Who is your ideal customer? From there, you’ll be able to construct a headline that perfectly encapsulates what you’re trying to say.

Don’t be reluctant to get specific either! The more specific a topic, the more of an immediate and interested audience you’ll pull in.

2. Who will be presenting?

Maybe you have a few people who are willing and knowledgeable about your selected topic. Perhaps it’s fitting for a few individuals to band together and co-host. On the other hand, it might be more feasible for one person to step up to the plate, like the CEO or the department specialist. Whichever way you go, remember this; Everyone wants to be engaged and not feel like their time is being wasted. Ensure your speaker can lead the group without being lifeless and dull.

3. What will be included in your deck?

With the right video conferencing solution, your presentation doesn’t have to be slide after slide with less than exciting bullet points. Instead, you can engage participants with an online whiteboard that incorporates colors, shapes and images, even video! Try screen sharing for hard-to-follow technical navigation and annotation for details that can be highlighted and brought to life more easily.

4. What time will you have your webinar?

To the best of your ability, give yourself time to perfect and promote your webinar for the best turnout. If it’s an internal virtual meeting, promotion may not take as much precedence, however, if you’re “cold-calling” and seeking to broaden your reach, you might have to do a little research when it comes to scheduling.

Depending on who you’re trying to target, decide if it’s better to attract your audience for a short “lunch and learn” or a longer workshop in the evening or on a weekend morning.

Pro-tip: Get a moderator or co-host on board to help field questions, and moderate the discussion.

Happy-looking woman in white t-shirt working on laptop in front of window facing greenery outside5. Will you connect it to an automation platform?

When choosing to use a video conferencing solution as the platform for your webinar, check to see what kind of integrations are possible. With Callbridge, you can reach a nearly unlimited audience by live streaming to YouTube, or setting up a third-party application to connect participants to a landing page and or registration page for automating follow-ups and building timelines.

6. How will you promote your webinar?

In the time leading up to your webinar, it’s crucial to appear on various channels to help gain exposure, like free social media posts and paid social media ads. You can include call-to-actions on your blog posts, webpages, emails, newsletter, and any related content. Reach out to clients and contacts and ask them to share. Also, you can promote your webinar with QR codes. By generating a QR code that links directly to the registration page or landing page of your webinar. Place the QR code on various marketing materials such as posters, flyers, social media posts, or even email campaigns, making it easy for potential attendees to scan the code with their mobile devices and quickly access the registration page, increasing the convenience and accessibility of signing up for your webinar.

7. What will your presentation look like?

This is where using a reliable and trustworthy video conferencing solution will create a logistically positive experience for attendees. Make use of helpful features like:

  1. Presentation/Webinar Meeting Mode: The mode to use for zero-disruption and interference-free presenting. You can easily switch to any other mode and unmute individuals for questions and feedback
  2. Recording: Extra helpful for those who can’t attend the live webinar and perfect for replays. Also, a recording provides the opportunity for extra content that can be repurposed for social media, podcasts and blog posts.
  3. Breakout Rooms: For the live webinar or workshop, participants can break off into smaller groups. This is ideal for specific questions, funneling off different parts of the consumer journey or getting participants to work on group tasks.
  4. Annotation: Mark up your webinar by drawing, pointing and using shapes to grab attention or highlight specific details.

8. How will you follow up with attendees?

Once your webinar is complete, wrap up the session with a follow-up email thanking participants for their attendance. Send out a survey asking for feedback, or include a link to the recording. Be sure to include an ebook or special offer as a way to thank them for their time.

With Callbridge, getting familiar with how to organize a webinar, generate leads and bring your product, service and offering to light is straightforward, fast and effective. Everyone on your team can be made aware of the ins and outs of your campaign and strategy; attend status, brainstorming and development meetings; plus create outward-facing webinars that connect, convert and close sales virtually.

It really is that easy and effective!

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Picture of Dora Bloom

Dora Bloom

Dora is a seasoned marketing professional and content creator who is enthusiastic about the tech space, specifically SaaS and UCaaS.

Dora began her career in experiential marketing gaining unparalleled hands-on experience with customers and prospects which now attributes to her customer-centric mantra. Dora takes a traditional approach to marketing, creating compelling brand stories and general content.

She is a big believer in Marshall McLuhan’s “The Medium is the Message” which is why she often accompanies her blog posts with multiple mediums ensuring her readers are compelled and stimulated from start to finish.

Her original and published work can be seen on:,, and

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