The Complete Guide to Setting Up a Webinar

You may have noticed that we love producing educational (and fun!) content for our community, including webinars. A webinar is a live seminar or workshop delivered over the internet, and can be a great way to inform and educate people (who may be located all around the globe!) on a topic of your choice. Attendees don't even need to leave their desks to receive all your valuable information!

There are three main tools that we use to bring our webinars to life:

Eventbrite is a self-service ticketing platform that lets anyone create, share, find and attend events (anywhere in the world!).

Zoom unifies cloud video conferencing, simple online meetings, and cross platform group chat into one easy-to-use platform.

Zapier is a tool that allows you to connect apps you use every day to automate tasks and save time.


1. Setting up the registration page

The first thing we need to do is create an event registration page. You will need to decide the time, date and topic for your webinar. Consider having guest presenters who are knowledgeable about your topic of choice, they will bring value to your webinar. For a step-by-step guide to Eventbrite click here.

Once it’s complete it will look something like this. You can go back and edit/manage at any time.




2. Setting up the webinar page

The webinar page is the simplest but most important part of the set up. This is the virtual “room” where you and your attendees will meet on the day. You can set it up in a way that allows specific people to “host” along with you. Make sure the time and date matches the one you’ve put on your registration page.

You can also record the webinars and make it available on your website or YouTube later on. See an example here.

Zoom sends a unique link to each person who registers for the webinar. Without this link, they will not be able to attend and participate in the webinar. So how do we get a unique link from Zoom to send to a new registration from Eventbrite?

Enter Zapier.


3. Create the Zap!

Zapier is so simple once you get your head around it. Basically you tell Zapier what Trigger will inform the Action. In this case when someone registers for the webinar via Eventbrite, they will get an email with their own unique link from Zoom. Here's what it will look like in Zapier:




Now that you've created the registration page, webinar page and zapped them together, you can now start to market your webinar. We usually send an initial email to our contact list advertising the webinar and then add it into our fortnightly newsletters. We create a promotional image for social media and share it using Facebook, Twitter, LinkedIn and Google+. Sponsored Ads also work well to keep your message top of mind and reaching a wider audience. Here's a great article by HubSpot which gives you a rundown on 17 ways to guarantee nobody misses your next webinar.

If you'd like to know more about creating promotional images and the tools we use to send promotional emails you can read our blog here. Make sure you sign up for our next webinar, and be sure to let us know if you're having one too!



Picture of Annie Love

Annie has worn many hats over her career, from being a Systems Administrator at Servcorp, to working in advertising for Vogue magazines and managing conferences on Hayman Island. These days, as well as being the Mum of three gorgeous boys, Annie takes care of the marketing at Grassroots IT. She has a passion for creativity, and loves to read, paint and spend time with her family and friends.

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