How to Record a Webinar? (The 8-Step Guide to Hosting)

How to Record a webinar - featured image-opt

How to record a webinar so that your ideas can truly shine and get your audience excited?

How to properly prepare for the webinar? How to promote the webinar?

How to make sure your webinar audiovisuals and your connectivity is top notch?

Let’s figure it out with this easy-to-follow step-by-step guide.

Follow these 8 steps to prepare for and record a webinar: 

Let’s make sure you’ll nail each step of the way.

Step 1:
Choose an Attractive Event Title

The foundation of a great webinar is a relevant and exciting topic. 

Webinar demand generation expert and co-founder of WebAttract Mike Agron says: 

“Webinars are about stimulating someone’s intellectual curiosity, teaching them something and inspiring them to want to have a conversation. Then you can determine how you can help them and convert them from a prospect into a customer.“

It begins with choosing a topic that interests your audience and helps them in some way.

Find an important problem or a growing trend in your industry that is interesting to your audience. Then you can find ways it ties into your brand or product.

Where to find an attractive topic: 

  • Look for a topic that has already sparked interest and resonated within your industry.
  • Subscribe to and read newsletters that cover your industry. Look for what’s hot.
  • Check out Facebook and LinkedIn groups. See what’s trending and what gets talked about. 

Next, you need to phrase your webinar topic in a way it would attract sign-ups.

This is an important, but not an easy task.

Take your time with this step. Learn more how to create outstanding titles.

Brainstorm at least 10 topics before you choose one. 

Include a Power Word

Some good and bad examples are: 

Bad title

How MyProduct Can Help Your Business


Better title

Marketing Automation Trends in 2020 (with examples!)

Product Led Growth Ebook Presentation

Product Led Growth: A Proven Framework to Turn Users Into Customers

TrainCamp Webinar for Workplace Culture

5 Steps to Creating a Culture of Learning in the Modern Workplace

A great topic is relevant, engaging and actionable.

The Ultimate Headline Writing Cheat Sheet
The Ultimate Headline Writing Cheat Sheet

Step 2:
Choose the Right Software to Record a Webinar

It can be time-consuming and expensive to try and test all the webinar platforms.

We recommend using a web-based webinar software. That way you don’t have to worry about PC or Mac compatability.

How to Choose the Right Webinar Software?

Switching your webinar software can be tedious, time-consuming and requires you to get familiar with a new platform all over again. And you’d leave your webinar analytics behind. 

So it’s worth putting some thought in when choosing the webinar platform. 

Consider these 7 important factors before choosing your webinar software: 

If you want to be sure you’ll have the largest arsenal of presentation tools and audience interaction features, then go with WebinarJam. 

If you want to host automated webinars at a reasonable price (and still get most of the audience interaction features and marketing tools), go with WebinarNinja. 

Step 3:
Schedule the Event to Maximize Signups

Tuesday was the most popular day to organize webinars in 2019

Wednesday and Thursday are also great for hosting a webinar.

People tend to be busy on Mondays and already on weekend-mode on Fridays, so try avoiding these days. 

Webinar attendance by weekdays
Webinar attendance by weekdays

Many webinar hosts assume that it’s best to host a webinar at the end of the work day. They want to make sure people are not caught-up in work stuff and meetings.

The most popular time of day was 5 PM and 6 PM.

However, webinar statistics prove that the majority of attendees actually prefer to join in on a webinar at 10 or 11 AM.

Webinar attendance by hour
What time attracts the most attendees

However, if you’re planning on recording an on-demand webinar, then it doesn’t really matter when you record.

An on-demand webinar can be made available 24/7 to your audience, so they can watch it whenever it’s most convenient for them. 

Step 4:
Promote Your Webinar & Invite Your Attendees

Your main invitation channel should be e-mail. In fact, e-mail drives 57% of webinar registrations.

When it comes to inviting your attendees to join your webinar, follow the same rule as in Step 3 – Send out your invites on Tuesday, Wednesday or Thursday.

Most webinar software e-mail tools automatically include Google Calendar and iCal event links to add the event to their calendar with ease. Example:

Add to Calendar example
Add to Calendar example

When promoting your webinar, it’s best to send a series of email reminders. Most webinar platforms have automated email campaigns to trigger emails for the ones who didn’t register.

Schedule your invite e-mail late in the afternoon, so that your e-mail is on top of their inbox when they get to work.

36% of registrations occur between 8 – 10 AM. 

Another best practice is to include a webinar banner to showcase a picture of you (and your guest), the topic, the time and date of the event. Here’s a great example:

Example webinar banner image
Example webinar banner image

To maximize attendees, your e-mail should have a call-to-action to get more recipients to register. Some examples that work:

  • „Save my seat“
  • „Reserve my spot“
  • „Claim my spot“
  • „Save me a seat“
  • „I’m in“

Step 5:
Write a Script and Practice, Practice, Practice

Preparation is the key to a successful webinar.

“Just wing it” is not a viable strategy for your webinar content delivery.

“Give me six hours to chop down a tree and I will spend the first four sharpening the axe.”

– Abraham Lincoln

If good ol’ Abe would host a 1-hour webinar today, he would probably prepare and practice for 2 hours beforehand.

To really nail the intro and get your audience engaged and excited, you should have a script that you’ve polished and practiced.

Your script doesn’t have to be word-for-word what you’re going to say. You don’t want to sound like a robot after all. 

Just list the main talking points and what you want to emphasize. 

Ideally, your script also features time blocks for each chapter.

For example, a 60-minute webinar script outline could go something like this:

  1. Intro, attention and webinar agenda, rules [5 minutes]
  2. Problem and relating to the audience [5 minutes]
  3. Solution and insights [20 minutes]
  4. Case studies and examples [15 minutes]
  5. Final Q&A and Call-to-action [15 minutes] (Don’t forget to plan for this part!)

Depending on your topic, you might want to engage your audience through-out the webinar, taking Q&A breaks every 10-15 minutes.

This makes it feel more like a conversation, rather than a one-sided presentation. It also keeps your audience engaged and attentive through-out the webinar.

Also plan for polls and handouts – how do you introduce them and what exactly do you want your audience to do. Get comfortable with the webinar software controls and tools.

Make sure your slides are up-to-date and aligned with your script.

We recommend practicing and actually talking through the whole webinar (out loud) during your dry-run.

This helps you cover everything and not leave out anything important.  

Webinar talking points example
Webinar talking points example

Having a script outline and talking points helps a lot to structure your thoughtskeep the topic on track and plan your wording, delivery and tonality.

It also helps a lot to remember the content better and reduce anxiety during the live webinar. 

So be sure to practice your content delivery before you record a webinar. 

The more prepared you feel, the less nervous you’ll appear. 

Step 6:
Host and Record a Webinar Live

This is it. Your webinar is actually happening.

Hosting a live webinar for 50+ attendees might seem scary.

However, if you’ve followed the previous steps (especially the Step 5), you’ll have set yourself up for success.

Here are some top tips during the actual live webinar:

  • Find a quiet place without any possibility for background noise
  • Make sure your slides are up-to-date
  • Have a high-quality microphone (laptop built-in mic is a no-go)
  • Ensure your webcam is working and configured properly
  • Stay within the frame of recording
  • Remember to record your webinar
  • Have a stable internet connection or a tech guy near-by
  • Start on time – your attendees are busy, don’t waste their time
  • Speak slowly and clearly
  • Take pauses, don’t rush it

Here’s an example of a live webinar with a guest speaker:

Example webinar with a guest
Example webinar with a guest using Demio webinar software

Can I pre-record my video presentation?

You might want to pre-record just a video presentation of yourselt and use it for your automated webinars laters. 

For recording a presentation, I recommend downloading OBS Software

You can record your webcam video and record your screen (for showing slides). 

It’s the most popular and robust video recording tool out there. 

And it’s completely free!

That’s an easy way to pre-record a webinar. 

Step 7:
Edit Your Webinar Recording

If you want to take it a step further, you can turn your live webinar replays into automated webinars. 

After hosting your live webinar, the webinar recording can be downloaded and edited afterwards. 

Also, if you just recorded a video presentation (without hosting it live), then editing is an essential step. 

To edit your webinar recording, you would need some third party video editing software. 

I recommend downloading DaVinci Resolve 16 video editing software

It’s a very powerful video editor and it’s completely free!

editing a webinar video with davinci resolve 16
Editing a webinar video with davinci resolve 16

Some tips on editing your webinar video:

  • Cut out any stumbles, stutters and filler words
  • Re-record any part of the video that you’re not satisfied with
  • Trim parts where any site or product that you’re showing is loading for too long
  • Add a concrete conclusion and a call-to-action if they were not clear or missing

It’s recommended to also add a downloadable video transcript. Especially, if it’s an evergreen webinar.

Having a written video transcript enables your attendees to search within the webinar video.

It also greatly helps to improve accessibility requirements.

Once you’ve edited your webinar video in a third party software, export the video and re-upload it to your webinar software or Youtube.

Step 8:
Send a Follow-up Email, Replay & Materials

A well executed follow-up campaign is where you reap the rewards of your webinar.

After a live webinar, a good portion of your signups are still waiting to see your webinar replay.

In fact, 28% of webinar signups only registered to watch the on-demand webinar replay.

An inceasing number of webinar attendees want to watch the webinar at a time when it’s most convenient to them. Usually, it’s 1-2 days after the live webinar.

Best practice is to send a follow-up email 24 hours after the webinar.

In the follow-up email, include:

  • Thank-you message
  • Round-up points
  • Webinar recording
  • Additional materials
  • A clear call-to-action
  • Feedback form (optional)

Here’s a follow-up template if your call-to-action is a survey:

Hello {(firstname}},

Thanks for attending our webinar, “[Title of Webinar].” We hope you enjoyed it! If your question wasn’t answered during the live event, we plan to get back to you within the next day or two.

You can get the slides and the webinar recording here.

We also invite you to fill out this survey to let us know about your thoughts about the event and what topics you’d like us cover in the future.

Thanks again,


For sign-ups who couldn’t attend your webinar, the follow-up should be a bit different. It should focus on the recording. Here’s an example:

Hello {(firstname}},

It seems you weren’t able to make it to our webinar today, “[Title of Webinar].” We are sorry we missed you!

If you are still interested, you can access the slides and recording here.

Please feel free to pass these along to colleagues who may be interested.

Thanks again,


Here’s another example where the call-to-action is very subtle, yet not pushy at all:

Follow-up e-mail example
Follow-up e-mail example

Webinar software like WebinarNinja lets you schedule your automated webinar follow-up email campaigns and communications right from the webinar platforms.

This helps you measure the effectiveness of your follow-up e-mail campaigns. You can test, improve and automate it right there on the platform.

Automated webinars are the pinnacle of hosting webinars.