Define the webinar’s purpose and audience
Start your preparation with three questions: What should participants learn or be able to do by the end of the webinar? Which format best fits the content: training, an expert talk, a panel, or Q&A? How will you know whether it was successful? The answers can help guide your content, agenda, and engagement methods. For example, write an observable goal such as “Participants can draft an opening, main section, and Q&A flow for their own webinar” rather than “Introduce the topic.”
If you want to track attendance through registration, consider offering a registration option; adding a brief needs-assessment question to the registration form can also help you understand participants’ expectations. Plan pre-event information and reminders. UC ANR recommends sending registrants at least three reminders with the event link and information about the application they will use. Apply this recommendation to your own event schedule. UC ANR webinar planning guide
Design the agenda and timing
Divide the content into short, connected sections. Decide how each section contributes to the goal, and explain the connection to the next topic at transitions. You can add a question, a brief knowledge check, or participant input at the end of each section.
For a one-hour webinar, the UC ANR page gives an example of keeping the presentation to about 40–45 minutes and using the remaining time for a knowledge check and participant questions. The page also mentions 30–35 slides as part of this example. These are not required durations or slide counts for every webinar: plan according to your content and test the timing during rehearsal.
If you plan to use chat or a Q&A area, tell participants at the start what kinds of questions to post and where to post them. If you have someone on your team, you can ask them to monitor chat and questions. Since platform options and account settings may vary, check in advance that the relevant features will be available for your event.
Make slides accessible and easy to understand
Keep slides simple so they support your talk: use clear headings, brief explanations, and visuals that illustrate the topic instead of long paragraphs. When showing an important chart or image, also explain aloud what participants should focus on.
UC ANR’s digital accessibility guide recommends meaningful slide titles, sufficient color contrast, readable font sizes, and alternative text for important visuals. Review captions on recorded videos and correct errors in automatically generated text. For live events, consider live or automatic captioning options and accessible materials; availability may vary by platform and event settings, so verify them before going live. UC ANR digital accessibility guide
A practical example: an agenda for a remote meeting
Hypothetical scenario: The goal of a 30-minute internal webinar is for new team members to prepare a practical draft agenda for an online meeting. Example agenda:
- Opening (3 min): Explain the goal; ask participants to post a common meeting problem in the chat.
- Recognizing the problem (6 min): Compare an agenda with unclear purposes and timings with one that clearly identifies decisions and owners.
- Method (8 min): Create a sample agenda that includes the purpose, topic order, timings, and decision owner.
- Practice (7 min): Give participants time to prepare a three-item draft for one of their own meetings; invite those who wish to share an example.
- Q&A and closing (6 min): Answer questions and ask participants to identify one thing they would change in their agenda.
This is an adaptable sample plan; check the timings during rehearsal. If the agenda runs long, first shorten repeated explanations and secondary examples. Preserve the practice section needed to achieve the goal.
Rehearse the technology and assign roles
Test the presentation file, audio, videos, and any interactions you plan to use before the event. If there is more than one speaker, rehearse the speaking order, transitions, and who will monitor questions together. UC ANR recommends that speakers test the equipment and software they will use during the live event, and, if possible, do so 3–5 days before the event.
On the day of the event, join early and check the audio and presentation sharing; turn off notifications that could be distracting. If someone else is on your team, send them a copy of the presentation file too. Check that the correct presentation or window is selected when sharing. If possible, ask a team member to confirm what participants can see; what appears on your screen may not match the audience view.
Run the webinar and prepare for disruptions
At the start, explain the goal, timing, how to ask questions, and, if the webinar will be recorded, that it is being recorded. Show participants how to use chat or the Q&A area. Occasionally summarize relevant chat responses aloud; let participants know when you are giving them time to think while waiting for an answer. Keep an eye on the time and leave room for the main message and closing as you approach the end.
If the slides are not visible, briefly update participants and check whether the correct file or window is being shared. If the problem continues, ask another presenter on your team to take over sharing, if available. If the audio cuts out, check the microphone connection and selected audio input. If time is running short, shorten additional examples, preserve the main message and closing, and let participants know how much time remains.
Final checklist
- Are the learning goal and the method for assessing success clear?
- Is there time in the agenda for an opening, main sections, interaction, and Q&A?
- Are slide headings, text, and visuals clear, and are important visuals explained aloud?
- Have the audio, screen sharing, and media you plan to use been tested?
- Is it clear who will monitor questions and technical disruptions?
- Is the information about the recording, captions, and materials to be shared ready?
- Does the rehearsal fit within the planned end time?
For chat and visual sharing in Zoom, see Making your Zoom presentation easier to follow; for sharing PowerPoint in Teams, see the guide Sharing a PowerPoint presentation in Teams. Since menus and options may vary by platform, version, and account settings, check in advance which features you will use for your event.
How many slides should a webinar presentation have?
Choose the number of slides based on the goal and rehearsal timing. The 30–35 slides in the UC ANR guide are an approximate example for a one-hour webinar, not a rule for every presentation. If you do not have enough time, remove repeated content; do not compress the text until it is unreadable.
Should you check the captions in a webinar recording?
Yes. UC ANR recommends reviewing and correcting automatically generated captions. Check for errors, especially in technical terms and speaker names, and also describe important visual information in your narration.
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