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How to successfully get more registrations for your webinar in 6 steps

Creating a valuable webinar topic is just the first step in the process of hosting a successful event. To attract the right attendees and increase registration, it’s essential to actively promote your webinar to your target audience. Navigating the task of promoting a webinar can be challenging, but by following these 6 proven strategies, you will be able to effectively reach and engage your desired audience. By implementing this step-by-step plan, you will see a significant boost in registration and attendance for your upcoming webinar.

1. Clearly outline the content of the webinar

After clearly defining the focus of your webinar, the next step is to attract the right attendees. Crafting a compelling subject line that resonates with your target audience is crucial. To effectively capture their attention, keep the headline concise and straightforward. Additionally, provide a clear and detailed overview of the topics that will be covered during the webinar.

These elements, along with the header and description, can be utilized in the invitation. It’s also a good practice to test different headlines to determine which one resonates most effectively with your audience.

This is an example of a successful description:

Many individuals have great ideas but few bring them to fruition. Fear of the unknown and job security often hold them back. The founders of Proinvestment experienced this firsthand. After years of working for someone else, they realized they wanted to do things differently and took the leap.

Join this webinar to hear from Jim Tehupuring (known from RTLZ and DFT) as he shares Proinvestment’s journey from idea to launch, including their focus, challenges, and strategies for increasing effectiveness. Gain valuable insights and learn how to apply these strategies to your own work.

Additionally, we will explore the steps Proinvestment took to market their product successfully and how you can benefit from their experience.

This makes the description stand out:

Understanding: Many individuals are hesitant to leave their current employment.
Expertise: Featuring a successful entrepreneur as the main presenter.
Realistic and engaging: The presenter will share their journey, including both successes and challenges.
Insider Access: A behind-the-scenes look at the presenter’s experience.
Interaction: The opportunity to ask the presenter questions directly.
Takeaway: The opportunity to gain new ideas and inspiration for your own business endeavors.

3 examples of a good headline

• ING – Want to start investing without any worries?
• UWV – Applying without appropriate work experience – it’s possible!
• RTLZ – The Big Cryptoshow

2. Precisely define your target audience

To effectively engage and attract attendees for your webinar, it’s essential to have a clear understanding of your target audience. Knowing their interests, pain points, and challenges in relation to the topic of your webinar will help you create content that resonates with them. This will also increase the chances of generating leads and sales from the webinar. When defining your target audience, think in terms of specificity.

Instead of going for a broad category like “female entrepreneurs,” consider narrowing it down to a more specific group such as “25-35-year-old independent female lawyers.” The more precisely you can define your target audience, the more effectively you can promote your webinar to them.

3. Select the appropriate marketing strategies for your webinar promotion

Once you have a clear understanding of your target audience, it will be easier to determine which marketing channels are most effective for reaching them. Our experience has shown that two of the most successful channels for promoting webinars are:

Automated Email campaigns

Creating an automated email campaign based on your target audience’s segmentation is an effective way to drive webinar registrations and build relationships with your database. Make sure to send the email at least 2 weeks before the webinar to ensure maximum participation.

Social Media marketing

Utilizing social media platforms such as Twitter, LinkedIn, and Facebook to promote your webinar is an effective way to raise awareness and increase registration. Be sure to post the announcement and follow it up with a couple of reminders leading up to the event.

Track your activities

Tracking the source of webinar registrations is crucial in order to make informed decisions about your marketing strategies. Utilizing URL parameters can help you track traffic and measure the effectiveness of different campaigns. Google offers a convenient tool for adding campaign parameters to URLs for easy tracking. It’s important to note that if you offer the option to watch the webinar on demand, it’s best not to mention it in the invitation email as it may decrease live participation.

When it comes to expected attendance, Online Seminars’ experience shows that typically, 5% of those invited will register for the webinar, and of that number, 70% will participate. For example, if you invite 1,000 people on your mailing list, you can expect 35 people to view the webinar. These figures may not apply in cases such as mandatory e-learning.

4. Make sure you have a simple registration procedure

In order to minimize drop-out rates during the registration process, it’s important to make the process as simple and seamless as possible. Consider the following strategies:

Use a recognizable logo. This helps to establish trust and recognition, particularly for recurring webinars or series.
Keep the registration form short: Limit the required information to only the essentials such as name, email address and phone number.
Provide clear details: Make sure to specify the date and time of the webinar.
Send a confirmation email: This serves as a reminder and helps to confirm the registration.

Additionally, consider adding an additional question in the registration form that can be used during the webinar, but only if the information will be used.

5. Send a reminder when the webinar takes place

It’s common for individuals to register for a webinar but forget to add it to their calendar. To ensure they don’t miss the event, it’s important to send reminders. Using the self-service platform of Online Seminar, you can send an email reminder approximately 24 hours in advance and a text message reminder right before the webinar. This will help to increase attendance and participation.

6. Evaluate your webinar promotion efforts

Even for one-time webinars, it’s important to evaluate the effectiveness of your marketing efforts and the webinar itself. Identifying which message resonated most with your audience, where the majority of participants came from, and the difference between registration and attendance numbers can provide valuable insights for future webinars and marketing strategies. As an organization, it’s essential to analyze and utilize this information to improve the success of future events.


In order to increase webinar registrations, it is crucial to clearly outline the content of the webinar, define your target audience precisely, select appropriate marketing strategies, implement a simple registration process, send reminders prior to the event, and evaluate the promotion efforts. By following these six steps, you will be able to effectively reach and engage your desired audience, resulting in higher attendance and participation.

But to be able to gain data you need to start so plan, create and broadcast your webinar today.