The secrets of a great webinar

The secrets of a great webinar

How can you create a great webinar?

Most people are well accustomed to online events and webinars but what are the secrets of a great webinar?

Regardless of where we work and what sector we work in, webinars and online events are commonplace.  The challenge for those hosting online events now is to make them great, and not ‘just another webinar’, as webinars are now routine it is important attendees are engaged from start to finish.  No matter what its purpose, your webinar should be interesting and attendees shouldn’t be become disengaged.  Here are some key considerations to create a successful webinar that engages your attendees.

Make sure your attendees feel comfortable

It goes without saying that attendees who feel comfortable and relaxed will have a better experience than those who don’t.

At the beginning of the webinar, introduce your speakers and run through an overview of the content and expected outcomes of the session.  Allow your attendees to introduce themselves too so that everyone present knows who they will be speaking to/hearing from.  This could be done in the chat, in the content itself, or interactively.

Woman taking part in a webinar

Mix up the format

While not all webinars will require the audience to interact, it’s good practice to include interaction where possible.  Interaction between the audience and speakers normally means the discussion is deeper and more beneficial for everyone involved.

Make sure your format is stimulating and create your content so you can mix up the format.  A static speaker to attendee one way lecture online can result in attendees switching off and becoming disengaged.  Some simple but effective ideas for mixing up the format of your webinar include…


  • Interactive polls
  • Question and answer sessions
  • Whiteboards
  • Videos
  • Quizzes
  • Panel discussions
  • Guest speakers

Ensure your webinar runs seamlessly

It may seem obvious, but the best webinars will run seamlessly with no distractions or interruptions.  Choose the right platform for your purpose and make sure that this platform will be able to do the things you need it to.

If you’re presenting a webinar, make sure you are comfortable and located with a clear background.  Remove any distractions so that you can focus 100% on presenting your content and check your audio, video and mic settings in good time.  Clear down unnecessary open windows on your computer and make sure you’ve undertaken a practice run too where possible. Ensure your face is evenly lit and avoid sitting with a window behind you as this can cause a silhouette (for an in depth how-to guide on the best set-up see here).

Your chosen webinar partner may offer ‘onboarding’ sessions, which are provided to ensure all the above is correct and give you guidance on delivering the best possible presentation. Even if you think you know it all, make sure you take advantage of these sessions – they are free, usually only last 15 minutes and can provide new tools you can take forward and use in all your webinars and meetings.

Although you’d hope your webinar will run without any curve balls, if there is an interruption or problem, have a plan before you start the webinar to deal with this.  This way you can handle any disruption calmly and keep the webinar flowing. If you don’t have the time or resource to plan for all the eventualities, then it may be you should choose to look to use a managed service, offered by some platform providers. This means you can focus on the content and delivering a great show, while the tech team ensure everything runs seamlessly.

Generally speaking, the same rules apply for webinar attendees too.  Attendees should have some water to hand and any other materials that will be needed during the webinar.  Some presenters like to issue a quick reminder at the beginning of the session.  This will give attendees a chance to get properly organised before starting the webinar.

Running a webinar

Cover off the practicalities

To facilitate a great webinar, communication is key.  There will be times when audience participation is required, and times that it is not.  Use your webinar platform to make sure that meeting controls are in place and that your attendees know how these will work.

Set up a welcome video, this can be a simple informative video on loop which can welcome attendees as they arrive, include webinar agenda information and sponsor messages.

Chat boxes can be used to ask the audience questions and for the audience to ask the presenter questions.  If you’re presenting a webinar, let your audience know how to interact with you, and when.  Let them know when you’ll answer questions; either at the end, or as you go, depending on the nature of your content. Moderated Q&A can be used for some more formal sessions, enabling session chairs to pick the most relevant questions to ask the panel.

Let your attendees know if there will be any post event content shared with them and how they will be able to access it.  For example, all Q&A’s could be summarised and sent out after the webinar, along with presentation content that was shared during the webinar. In addition the webinar may be recorded and made available for viewing on demand.  Letting your attendees know your plan will mean they avoid making unnecessary notes and can increase engagement.

A quick run through of the controls during the introduction is a great way to set yourself up for a smooth webinar.  Explain how attendees can unmute themselves and know how to mute your whole audience when required to eliminate distracting background noise.

You may consider having some help to monitor Q&A’s.  In some cases, a co-host is very beneficial.  They can help ensure that important questions are addressed, and that nothing is missed.

Finally, make sure you start on time!  There’s nothing worse than a webinar that is running late!

In summary

Need some help setting up or facilitating an engaging webinar?  Get in touch with Procreation today and book a demo.

Book a time with one of our team to discuss your next project

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Webinar preparation. The essentials you need to know.

Webinar preparation. The essentials you need to know.

Webinar preparation & presentation pointers

Whether you are an experienced presenter, or brand new to presenting webinars, the smallest of mistakes or oversights can make a huge difference. It’s important that you are heard and seen clearly. We have delivered thousands of webinars and spent a lot of time helping prepare speakers and presenters.  This webinar preparation check list explains how to present your webinar confidently and clearly ensuring it runs without a hitch.  It’s simple, great webinar preparation that will help you get it right first time.

Lights, camera, action!

Before presenting your webinar, make sure you’re prepared.

Once you become familiar with the process of presenting a webinar, you’ll realise that it’s very similar to presenting to a live audience.  However, presenters need to consider different things when presenting to an audience online.  This doesn’t need to be daunting, it’s just a question of knowing what to expect and preparation!  Simple!
webinar preparation

Your surroundings

Internet connection

If you are working from home, avoid other family members using the internet at the time of your video call.  This includes internet television, music streaming (Spotify or Alexa devices) and anyone using your home WiFi (including WiFi calling.)  Any additional use of your WiFi or internet can cause a weak signal resulting in a lag and loss of connection. If possible, try and use a hard-wired connection, especially if you are in an office environment when presenting your webinar.  Office WiFi can be unreliable and often not suitable for video streaming.

Sound and ambient noise

Wherever you are located during your call, ensure that this is away from any background noise.  Avoid being in a room with other people if you can and if you’re working from an office, use a conference room where you can be alone. If you are presenting from home, avoid sitting in kitchens and rooms with hard surfaces as these environments will probably create an echo.  A room with carpet or soft furnishings is ideal if possible. If you have a small in ear headphone and microphone, then this can be used for better audio quality.  Try and avoid Bluetooth devices as these can disconnect or batteries can fail. Try and avoid using any big headsets and mics for presentations as, although the audio quality is better, no one can see your face!

Laptop position

If you are using a laptop then use a stand or raise it on some books so the camera is close to your eyeline.  Presenters need to look straight at the screen and be sitting up nice and straight, not hunched over.  Don’t sit too close to the screen either.  Slide the laptop away from you so your head and shoulders are visible.


Choose a location that is bright and well lit, but avoid direct sunlight as this is too bright.  If you have a floor or desk lamp, this can be used to add more light to your face – try bouncing the light off a nearby wall to create a softer, more even light across your face.  Do not film with a window or bright light behind you as this creates backlight and can cause a silhouette and makes it hard for your viewers to see you clearly.


Your background should be tidy and uncluttered, ideally a plain neutral background like a white or grey wall. Avoid sitting too close to a wall.  If you can, allow at least one metre from any walls as it will make your webcam shot feel less claustrophobic and easier on the eye for your viewers.
Interactive online training

What to wear

Clothing and appearance

Avoid wearing plain black or plain white as these colours can look very flat on video.  We’d also suggest you consider the colour of chair you’re sitting in.  We’ve often seen people interviewed on the news wearing a shirt that matches their chair and it can completely distort the visual making it hard for your audience to concentrate! Remove any jingly/jangly jewellery as this can interfere with the microphone.  Dress as if you were going onstage at a conference, smartly presented with attention to hair and make-up.

Glasses and contact lenses

If you wear glasses and have the option to switch to contact lenses for your webinar, then contact lenses are preferable.  This is not essential but can help to avoid unwanted reflections over your eyes.

Your equipment


Switch your phone to silent mode, but not off, in case of any connectivity issues.  Keep it nearby, but out of camera shot and off any hard surfaces in case of vibration. Depending on the nature of the webinar, you may be working with a team like ours who’ll be supporting you with its delivery.  If so, it’s likely you’ll have a producer to support you who may need to contact you while the webinar is live.

Laptop settings

Turn energy saving and screen savers off so that your laptop does not go to sleep during the call.  Make sure your laptop is plugged in to the mains if possible as long video calls can eat up a lot of battery power. Quit all other apps.  This is the best way to ensure your laptop does not try and run anything automatically that could affect your presentation. You don’t want to be distracted so turn off screen notifications on your laptop if you can. Finally, if you are using an earpiece or headset, ensure that it is selected in the audio settings.
webinar preparation

Final webinar checks

Test it

You can start a new meeting in your video App/Zoom (including our very own Cloudpresenter) and look at yourself onscreen to make sure you are happy and all the previous steps have worked.  If they have you’ll look the best you can on Webcam!


Run a quick test call with someone to ensure everything works.  When organisations work with Procreation, we will conduct a full rehearsal to make sure everything looks and works great! If you need or want help with your next webinar, get in touch with the team at Procreation today; we’d love to hear from you.

Book a time with one of our team to discuss your next project

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What is a Virtual Event and how does it work?

What is a Virtual Event and how does it work?

What is a Virtual Meeting?

A Virtual Meeting is an event on the internet that guests can register for and attend in real-time.  Participants can watch presentations and participate in Q&A.  Here we answer the most common questions about Virtual Events; what is a Virtual Event and how does it work?  What does a Virtual Event entail?  Find out more below…

Where can a Virtual meeting be staged?

A Virtual Meeting can be staged in a hotel conference room, client office or from our studio. We have easily transportable equipment which we travel with anywhere in the world, at simultaneous venues as required.

Do I need to film my presenters?

No, all presenters can video call into to our studio where we broadcast the Virtual Meeting from, ensure ever presentation and all slides are in the correct order, just as with a F2F real live event.

Can we have panel discussions with questions and answers?

Yes, absolutely.  That is one of the key advantages of staging a Virtual Meeting over a regular one way Webcast or live stream.  Guests can comment from their smart phone or laptop and the presenters can appear in the meeting together to answer and discuss questions just as if it were a face to face live event.

Virtual Event panel discussion

Do I need a fast internet connection?

We recommend at least 2Mb up and down as a minimum, and good WiFi helps have the best experience.

Will the stream fail if there are internet connection problems?

No, every live Virtual Meeting is streamed across multiple connections so if one fails the other will continue which provides us with 99.9% uptime across all our events. Of course we cannot guarantee your internet connection but most standard broadband services are pretty reliable today.

Virtual Events internet connectivity

How much does it cost?

We have a selection of packages specially built to provide the best value for your requirements. Due to the nature of each event requiring its own unique support please get in touch so we can provide you with the best solution for your business.

Can it be custom branded?

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Virtual Event custom branding

Is it interactive?

Every Virtual Event is highly interactive with questions, polling, whiteboards, role play, recording, 1:1 video chat so everyone can participate anywhere in the world using a mobile phone, iPad or computer.

Does it have to be live?

A Virtual Meeting is usually scheduled to happen live at a certain time like a regular live event, but often it will include prerecorded videos and presentations.

What do I need to do to record my presentation before the meeting?

We provide support and guidance on how best to prepare your live presentation or record your presentation.  Find out more here.

Can presenters stream slides and video simultaneously?

Yes!  Absolutely.  We provide live streaming services to all of our clients who need this.

Can people present from different locations around the world?

Yes, most of our events are truly global with contributions from EMEA, the US and APAC.  Anyone can present using their laptop live or a prereorded presentation can be played.  In some instances we send out camera equipment and crews dependent on the requirements of your event.

Virtual Events environment

Can I attend a Virtual Meeting on my mobile?

Yes, you can join and take part in a Virtual Meeting on mobile or an iPad although for the best experience we recommend using a laptop or desktop computer.

How do I join a Virtual Meeting?

You will be sent an invite link to log in via a browser.  No software or downloads are required to join our Virtual Events.  We operate Virtual Events on a number of platforms, depending on the client’s requirements (including our very own Cloudpresenter platform.)

How long will it last?

An event can be as long or as short as is required, running to a live agenda just as a regular face to face event would do.  We have run events for 24hrs straight across all time zones and other events can last less than an hour!

Can you scale up or down to fit budgets?

Yes we always provide the best solution to fit our client’s requirements being aware of available budget.

Is a Virtual Event secure?

We provide the highest level of security across all our events.  Most of our clients are healthcare and financial organisations, so security and data privacy are a key of our entire approach to each event.

What happens to the presentations after the event?

We can record and provide these files after the event, or more commonly we host them on demand on the Virtual Meeting site for anyone to watch at their liesure.

Want to know more about why Virtual Meetings can help your business grow?  Get in touch with Procreation today.

Book a time with one of our team to discuss your next project

More insights from the Procreation blog