How write a webinar invitation in 30 minutes

Create high-converting webinar invitations in under 30 minutes

Have you created an outstanding webinar? That’s great! You’ve done a great job! Now you need to take the next step and design a remarkable webinar invitation and make people want to participate.

Write A Great Webinar Invitation For Your Success

A webinar invitation and meeting agenda can be found on the registration page, social media, and in newsletters. Everyone will see this, so you need to refine every detail. An effective invitation includes not only the registration button, but also basic information about the webinar and answers to possible user questions about the upcoming event. You should write your invitation this way to motivate the user to register for the webinar. Below you will find questions to help you write the perfect webinar invitation.

What is the name of your webinar?

Specify a topic on the event agenda. We wrote before about how to come up with a webinar headline. Most importantly, the headline should indicate exactly what the webinar will be about and how attending the event will help participants. If you want to interest users, it is important to emphasize the topic, show its benefits, and intrigue and point to a specific target group.

When will the webinar take place?

Write the exact date and time of the webinar. Be sure to pay attention to the time zone, you have to take into account that webinars are attended by people from different cities and countries. Most people will probably attend the meeting in the afternoon or even in the evening. Mornings are out of the question, unless you’re hosting a webinar for an organized group, such as employees of a company.

Who is hosting the webinar?

Introduce the webinar presenter to the potential attendees. Tell them about the presenter’s education, experience, certificates and other achievements. However, avoid unnecessary details and facts. Three specific sentences will certainly suffice.
Add a photo of the speaker to the invitation, or preferably a video indicating his participation. This will increase user confidence in both the presenter and the webinar.

An interesting encouragement may be a trailer in which you show a snippet of the speaker’s capabilities. It can be any part of the previous training or speaking engagements he has handled.

Is there a call to action?

The main purpose of the invitation is to encourage the user to sign up for the webinar. We want to obtain contact details in order to send the user data for entering the webinar later, and add him to the list of subscribers. Remind the user several times about what to do to sign up for the webinar. We strongly recommend reading our Help post! Why is the CTA not working?

What is the webinar about?

Write a list of issues that will be addressed in the webinar. If you see that you have written too much, delete everything except 5 short sentences. Then, if you really want to tell more, make a short but interesting live invitation on Facebook. And of course, if you want to build tension before a webinar, you can apply the technique adopted by concert organizers. They reveal the line-up gradually, discovering, for example, one creator every few days. You can adopt this practice and list a few important points on the agenda at the beginning, and then reveal more to participants every day.

Who is this webinar for?

Define your event’s target audience clearly to ensure attendees are genuinely interested in the topic. This allows uninterested participants to become bored and leave the webinar shortly after it starts. If attendees notice others exiting early, they might perceive the event as poorly managed or not worth their time. Furthermore, this behavior could lead to negative feedback on social media, impacting the overall reception of your webinar.

However, if the recipient sees that he certainly belongs to the target group, then he will decide to participate in the training sooner. He will have the feeling that since the meeting is for a narrow target group, and he belongs to it, it means that he can gain a lot of useful knowledge.

What level of knowledge should the participant have?

The next step in narrowing down the target group is determining what skills a participant who wants to take part in the event should have. This is especially important when the scope of the meeting does not include introductory discussions to the topic. In the invitation, specify whether the meeting is aimed at beginners, intermediate or masters in a specific field.

What can participants learn?

In the invitation, write down what participants can learn from the webinar. It is worth mentioning the difficulties and problems of viewers, and then show how the webinar will help solve a specific problem. It is a sign for them that if the organizer knows about their problems, it means there is a good chance that they will also help to solve them. For example, “You will learn how to plan your family budget correctly and get rid of debts.”

What will participants get?

Indicate the benefits to the webinar audience. It can be up-to-date information, essential skills, e-books, a certificate, discount or private consultation. Divide them into those that the participants will receive when participating in the meeting and those that are gifts. Each of us likes to receive gifts, so it is a great idea to use this term in the invitation. Then the participants will be even more grateful to you, not only for the transferred knowledge, but also for the gift.

Do you already have reviews?

The power of other people’s opinions is huge, so make sure you get the most out of this tool. Reviews of people who have already attended your events are an additional way to convince the user to register for the webinar. A popular solution is to add screenshots of emails or text messages sent by satisfied customers. Then the credibility of the review is almost unquestionable. Just remember that you need the consent of the sender of such a message. It’s also a good idea to blur data such as their name, phone number or email address.

What is the cost of participating in the webinar?

Some organizers do not provide a price for participation. They are afraid that information about a paid webinar will scare off some people. If a webinar is free, the organizers often assume that it is obvious to potential participants. The result is that users begin to guess for themselves, ask the organizers about price, or, most often, leave the site. You should specify the price for participation or write in capital letters “FREE.”

Read also: How Much Does it Really Cost to Host a Webinar?

How are participants to prepare for the webinar?

In invitations, be sure to include the list of tools that the participant should have during the webinar. Sometimes a notebook and a pen are all they will need, but in the case of, for example, makeup training, they may need a lot of things. However, if it is enough for the participant to bring an open mind and a creative approach — write about it too!

What sets you apart from the competition?

In the invitation, you can pay attention to the details that distinguish you from the competition. Numerous companies offer video training today, so it’s crucial to demonstrate to participants why you’re the better choice. To stand out from the competition, focus on highlighting 2 — 3 key advantages of your services on social media. It can be, for example, a package of detailed materials that will be delivered to the participants after the meeting or a free 20-minute consultation with an expert. Coupled with a good webinar program you will be among the best on the market.

Simply inviting people to a webinar is not enough

Remember that even a super effective invitation alone is not enough. You should make sure as many people as possible learn about the webinar. Queue up your subscribers, write about plans on your blog and website, create a social media event page and promote your webinar well.

Remember that when creating invitations, not everything you put in them will be understandable to participants. Sometimes something that is obvious to you will not be so clear to another person. So, before sending out invitations to your participants, ask a few people to read them carefully first. This way you will avoid mistakes and understatements. The MyOwnConference team wishes you good luck and great webinars!

What is the purpose of a webinar invitation?

The invitation is an essential element of organizing a webinar. An effective invitation contains basic information and answers to frequently asked questions from users. We recommend writing the invitation in such a way as to motivate the user to register for the webinar.

What information should a webinar invitation include?

The most important thing is the webinar’s name and what it will be about. It would be helpful to add how attending this event will help participants. Other useful information is the date and time of the webinar and information about the presenters. Answer about their education, experience, certificates, and other achievements. You can add photos if it will encourage future participants to register. Another piece of information is the price of the webinar if it is paid. Of course, you can add additional information about the webinar, e.g., who the webinar is for, how participants can prepare, what can be learned, and more.

Simplified online meeting and webinar software platform MyOwnConference
Dan Daemon

An expert behind the simplified online meeting and webinar software platform, MyOwnConference. In today’s flexible work environment, Dan offers invaluable life hacks, in-depth reviews, and savvy tips for organizing, promoting, and excelling in virtual conferences and webinars.

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