Webinars On Zoom

Hosting webinars on Zoom is a powerful way to connect with a large audience, deliver presentations, conduct training sessions, and facilitate interactive discussions.

Webinars On Zoom

Here’s a step-by-step guide on how to set up and host a webinar on Zoom:

 Setting Up a Webinar on Zoom

  1. Sign Up for Zoom: 

   – If you don’t already have an account, sign up for one on the Zoom Site.

  1. Upgrade to a Paid Plan:

   – Webinars require a Zoom Pro, Business, or Enterprise account with the Zoom Webinar add-on. You can purchase the add-on through your Zoom account settings.

  1. Schedule a Webinar:

   – Log in to your Zoom account.

   – Navigate to the “Webinars” tab and click “Schedule a Webinar.”

   – Fill in the webinar details including the title, description, date, time, duration, and time zone.

  1. Customize Webinar Settings:

   – Registration: Decide if participants need to register in advance. This allows you to collect information about your attendees.

   – Video: Set host and panellist video settings to on or off upon entry.

   – Audio: Choose whether participants can join via computer audio, telephone, or both.

   – Q&A: Enable the Q&A feature if you want participants to submit questions during the webinar.

   – Polls: Prepare polls in advance if you plan to use them to engage participants.

  1. Invite Panelists:

   – Panelists are guests who can present and interact during the webinar.

   – Add their names and email addresses to send them an invitation.

  1. Promote Your Webinar:

   – Share the registration link through your website, social media, email newsletters, and other channels to attract attendees.

 Hosting the Webinar

  1. Start the Webinar:

   – Log in to Zoom and go to the “Webinars” tab.

   – Find your scheduled webinar and click “Start.”

  1. Manage Participants:

   – Use the “Participants” panel to see who has joined.

   – Promote attendees to panellists if needed.

   – Mute or unmute participants as necessary.

  1. Engage with Your Audience:

   – Use the Q&A feature to address participant questions.

   – Launch polls to gather feedback or test knowledge.

   – Use the chat function for general communication.

  1. Share Content:

   – Use screen sharing to present slides, documents, or other materials.

   – Utilize the whiteboard feature for drawing and annotations.

  1. Record the Webinar:

   – Click the “Record” button to save the webinar for future use.

   – Choose whether to save the recording locally or to the cloud.

  1. End the Webinar:

   – Click “End Webinar” when you are finished.

   – Follow up with attendees by sending thank-you emails and sharing the recording and any additional resources.

 Tips for a Successful Webinar

– Test Equipment: Ensure your microphone, camera, and internet connection work correctly before the webinar starts.

– Rehearse: Practice your presentation to become familiar with the flow and timing.

– Engage Participants: Use interactive elements like polls and Q&A to keep the audience engaged.

– Follow-up: Send a follow-up email with a link to the recording, slides, and other relevant materials.

Here are three in-depth case studies of successful webinars hosted on Zoom, highlighting different aspects and strategies that contributed to their success.

Case Study 1: Salesforce – World Tour Sydney Reimagined


Salesforce, a global leader in customer relationship management (CRM), had to reimagine their annual World Tour Sydney event due to the COVID-19 pandemic. Instead of cancelling, they decided to host it as a fully virtual experience using Zoom.


– To maintain engagement with their global audience.

– To provide valuable content and training to participants.

– To showcase new product features and innovations.


  1. Comprehensive Planning:

   – Salesforce meticulously planned the event to include keynote sessions, breakout sessions, and live demos.

   – They created a detailed agenda to cater to different time zones, ensuring maximum participation.

  1. Interactive Features:

   – They utilized Zoom’s Q&A feature for live interaction during sessions.

   – Polls were conducted to gather real-time feedback and keep the audience engaged.

   – Breakout rooms were used for more focused, small-group discussions.

  1. High Production Quality:

   – Salesforce invested in high-quality video production to ensure professional delivery.

   – They used pre-recorded segments combined with live presentations to avoid technical glitches.

  1. Follow-Up and Analytics:

   – Post-event, they sent out surveys to gather feedback.

   – Detailed analytics from Zoom helped them understand participant engagement and session popularity.


– The event saw over 80,000 participants from around the world.

– Participant feedback was overwhelmingly positive, appreciating the convenience and quality of the virtual format.

– Salesforce successfully demonstrated its agility and commitment to customer engagement, even in challenging times.

Key Takeaways:

– Thorough planning and high production quality are crucial for large-scale virtual events.

– Interactive features like Q&A, polls, and breakout rooms enhance engagement.

– Post-event analytics provide valuable insights for future improvements.

 Case Study 2: University of Oxford – Virtual Open Day


The University of Oxford faced challenges in hosting their traditional open day due to travel restrictions. They transitioned to a virtual open-day format using Zoom to reach prospective students globally.


– To provide prospective students with comprehensive information about the university.

– To allow interactions between students, faculty, and staff.

– To showcase the university’s facilities and student life.


  1. Diverse Session Formats:

   – They offered a mix of live presentations, Q&A sessions, and pre-recorded campus tours.

   – Specific sessions were tailored for different academic departments and student services.

  1. Engaging Content:

   – The university used Zoom’s screen sharing and video features to present slideshows and videos about campus life.

   – Interactive Q&A sessions allowed participants to ask questions in real time.

  1. Accessibility:

   – Sessions were recorded and made available on-demand for those who couldn’t attend live.

   – They provided subtitles and sign language interpreters to make the event accessible to a wider audience.

  1. Pre-Event Preparation:

   – Prospective students were sent detailed schedules and resources to help them prepare for the sessions they were interested in.

   – Virtual “information booths” were set up to provide additional support.


– The virtual open day attracted over 10,000 prospective students from various countries.

– High levels of engagement were recorded, with students appreciating the ability to interact directly with faculty and current students.

– The university received positive feedback on the accessibility and comprehensive nature of the event.

Key Takeaways:

– Offering a variety of session formats can cater to different interests and needs.

– Ensuring accessibility broadens the reach and inclusivity of the event.

– Pre-event preparation and providing resources enhance participant experience.

Case Study 3: HubSpot – INBOUND Conference


HubSpot, a leading marketing and sales software company, transitioned their annual INBOUND conference to a virtual format using Zoom. INBOUND is a major event attracting thousands of marketing professionals globally.


– To deliver valuable marketing insights and networking opportunities.

– To maintain the high energy and engagement levels of the in-person event.

– To showcase HubSpot’s products and services.


  1. Virtual Networking:

   – HubSpot leveraged Zoom’s breakout rooms to facilitate networking and small-group discussions.

   – They organized virtual meetups and happy hours to replicate the social aspects of the conference.

  1. Interactive Sessions:

   – Keynote sessions were conducted live with interactive Q&A segments.

   – Workshops included hands-on activities where participants could collaborate in real time.

  1. Content Variety:

   – The conference featured a mix of live and pre-recorded sessions, panel discussions, and product demos.

   – They offered sessions across different tracks to cater to varied interests and expertise levels.

  1. Post-Event Engagement:

   – Recorded sessions were made available on-demand for attendees to revisit.

   – HubSpot continued to engage participants through follow-up emails, additional resources, and webinars.


– The virtual INBOUND conference saw over 70,000 attendees, significantly more than the in-person events.

– Participants reported high satisfaction with the content quality and networking opportunities.

– HubSpot achieved substantial brand exposure and generated leads through the event.

Key Takeaways:

– Virtual networking can effectively replicate the social aspects of in-person events.

– Offering a variety of content formats keeps the audience engaged and caters to different learning preferences.

– Post-event engagement helps maintain the momentum and reinforces connections made during the event.

These case studies highlight the flexibility and potential of Zoom webinars to create impactful virtual events, ensuring engagement and delivering value to participants across different industries and contexts.


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