Webinar Planning Template

Use this template to plan, promote, execute, and follow up on webinars. Fill in each section as you progress through the planning stages.

Webinar Overview

Field	Details
Webinar title
Date and time
Duration	45 min / 60 min
Format	Presentation / Panel / Demo / Workshop
Platform	Zoom / Teams / Webex / Other
Target audience
Registration goal
Attendance goal
Pipeline goal

Speaker Details

Role	Name	Title / Company	Bio Received	Slide Deadline
Host/Moderator			[ ]
Speaker 1			[ ]
Speaker 2			[ ]
Guest/Co-host			[ ]

Pre-Event Timeline

Task	Owner	Deadline	Status
Finalize topic and speakers		T-6 weeks	[ ]
Create registration landing page		T-5 weeks	[ ]
Write promotional email copy (3 emails)		T-4 weeks	[ ]
Design social media assets		T-4 weeks	[ ]
Set up webinar in platform		T-4 weeks	[ ]
Launch promotion email #1		T-3 weeks	[ ]
Start LinkedIn ad campaign		T-2 weeks	[ ]
Launch promotion email #2		T-2 weeks	[ ]
Brief SDR team on personal invitations		T-2 weeks	[ ]
Finalize slide deck		T-1 week	[ ]
Run speaker rehearsal		T-3 days	[ ]
Launch promotion email #3		T-2 days	[ ]
Send reminder email to registrants		T-1 day	[ ]
Final tech check (audio, video, screen share)		T-1 day	[ ]
Send “starting now” reminder		T-0 (event time)	[ ]

Promotion Plan

Channel	Asset Needed	Launch Date	Owner
Email blast #1 (full list)	Email copy + registration link	T-3 weeks
Email blast #2 (segmented)	Personalized email copy	T-2 weeks
Email blast #3 (final push)	Urgency-focused email	T-2 days
LinkedIn organic posts (3-4)	Post copy + image/video	T-3 to T-1 week
LinkedIn paid ads	Ad creative + copy	T-2 weeks
SDR personal invitations	Outreach script + target list	T-2 weeks
Slack/community promotion	Post copy	T-2 weeks
Website banner or pop-up	Design + link	T-3 weeks

Event Day Run-of-Show

Time	Activity	Who
-30 min	Speakers join, final tech check	All speakers + host
-5 min	Start music/holding slide	Host
0:00	Welcome and introductions	Host
0:03	Opening poll	Host
0:05	Main presentation begins	Speaker 1
0:15	Mid-session poll or audience question	Host
0:25	Presentation continues or second speaker	Speaker 2
0:35	Live Q&A	Host + all speakers
0:50	Closing CTA and next steps	Host
0:55	End session	Host

Post-Event Follow-Up

Task	Owner	Deadline	Status
Send recording + slides to all registrants		T+1 day	[ ]
SDR outreach to engaged attendees		T+1 day	[ ]
Marketing email to passive attendees		T+1 day	[ ]
No-show email with recording link		T+1 day	[ ]
Upload recording to website/YouTube		T+3 days	[ ]
Publish recap blog post		T+5 days	[ ]
Report on registration, attendance, and pipeline		T+7 days	[ ]
Debrief with speakers and team		T+7 days	[ ]

Metrics Tracking

Metric	Target	Actual
Registrations
Attendance rate	35-45%
Average watch time	70%+ of session
Chat/Q&A engagement	50%+ of attendees
Post-event meetings booked	5-10% of attendees
Pipeline generated (30-day)
Cost per registration
Cost per attendee