Most webinar problems are small things nobody checked: a reminder email that never went out, a guest speaker with a dead microphone, a poll that was never loaded. This webinar checklist covers everything from four weeks out to the week after, so you can work through it in order and skip nothing important. Copy it into your project tool or print it and tick items off.
Webinar Checklist at a Glance
| When | Focus |
|---|---|
| 4 to 6 weeks before | Topic, audience, format, platform, date |
| 3 weeks before | Registration page, promotion plan, speakers confirmed |
| 1 to 2 weeks before | Slides, script, interaction plan, rehearsal |
| Day before | Tech check, reminders, files ready |
| Day of | Setup, run of show, recording |
| After | Follow-up, replay, feedback, repurposing |
4 to 6 Weeks Before
- Write one sentence describing who the webinar is for and what they will be able to do afterward.
- Choose the format: solo presentation, interview, panel, or workshop-style session.
- Pick a date and time that suits your audience’s time zones. Midweek, late morning or midday, is a common default.
- Decide the length. Most webinars run 45 to 60 minutes. See how long should a webinar be.
- Choose a platform and confirm it supports your audience size, polls, Q&A, and recording. Compare options in best webinar platforms for educators and trainers.
- Invite guest speakers and send them the date, audience, and goal in writing.
3 Weeks Before
- Write a clear title. Specific beats clever. See webinar title examples.
- Build the registration page: title, three takeaways, date and time with time zone, speaker bios, and a short form.
- Set up the confirmation email with a calendar link.
- Schedule reminder emails: one week before, one day before, and one hour before.
- Plan promotion: email list, social posts, partners, and internal channels. See how to promote a webinar.
- Ask registrants one question on the form, such as “What is your biggest question about this topic?”
1 to 2 Weeks Before
- Draft the slides. One idea per slide, large text, and few bullet points.
- Write the run of show: who speaks when, with timings. A webinar agenda template helps.
- Write the opening and closing word for word. See the webinar script template.
- Plan interaction every 8 to 10 minutes: polls, chat prompts, or questions. See webinar engagement ideas.
- Assign roles: host, presenter, moderator for chat and Q&A, and technical producer.
- Hold a full rehearsal on the actual platform with every speaker.
The Day Before
- Test audio, camera, lighting, and internet connection for every speaker.
- Load polls, links, and handouts into the platform.
- Prepare three or four “seed” questions in case Q&A starts slowly.
- Confirm the reminder emails are scheduled and the join link works.
- Prepare a backup: slides on a second device and a phone dial-in for the presenter.
Day of the Webinar
- Join 30 minutes early. Speakers join 15 to 20 minutes early.
- Close other applications and silence notifications.
- Start recording before the welcome.
- Put a welcome slide up with the session title and a chat prompt for early arrivals.
- Start on time and cover housekeeping in under a minute: chat, Q&A, recording, and length.
- Keep an eye on the clock and leave at least 10 minutes for questions.
- End with one clear next step for attendees.
After the Webinar
- Send the follow-up email within 24 hours with the recording and resources. Use these webinar follow-up email templates.
- Send a short feedback survey. See webinar feedback survey questions.
- Answer questions you did not reach live.
- Review attendance rate, engagement, and feedback, and note what to change next time.
- Turn the recording into clips, a blog post, or a course lesson. See how to repurpose a webinar recording.
Related guides: how to host a webinar and webinar best practices.
Frequently Asked Questions
How far in advance should you plan a webinar?
Four to six weeks gives enough time to promote it well. Internal webinars for a known audience can be planned in two weeks.
What is the most commonly forgotten step?
Starting the recording and sending reminder emails. Both are easy to automate, so set them up in advance.
Do you need a rehearsal for a short webinar?
Yes, at least a 15-minute tech check with each speaker on the real platform. Most live problems are audio and screen-sharing issues that a quick test would catch.
