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The Ultimate Guide to Maximizing Webinar Attendance: From Sign-Up to Show-Up

By September 12th, 2023No Comments


Webinars have become a cornerstone of modern marketing. Not only do they offer a cost-effective way to reach a large audience, but they also provide an interactive platform for educating and engaging potential customers. However, one of the biggest challenges webinar hosts face is not just getting people to sign up, but ensuring they actually show up. This guide aims to provide you with a comprehensive strategy to not only increase sign-ups but also boost attendance rates.

The Importance of Show-Up Rates

Most webinars suffer from poor attendance rates, often hovering around the 20-30% mark. While many marketers focus on getting people to sign up, the real value lies in getting them to attend. A higher attendance rate means a larger audience, more engagement, and ultimately, a higher chance of converting attendees into customers. According to experts, you can expect anywhere from 30 to 40% attendance rates if you follow the strategies outlined here.

Pre-Webinar Strategies: The Art of the “Rev-Up”

Email Sequences

Once someone signs up for your webinar, the first step is to send them a thank-you email. This email should not only express gratitude but also remind them to mark the event on their calendar. As the date approaches, send out a series of reminder emails. For example:

  • Two days before: “48 hours left! We have some great content lined up for you.”
  • 24 hours before: “Just a day to go! Make sure you’re ready.”
  • Three hours before: “Get ready! We’re starting soon.”
  • One hour before: “We’re about to start. Don’t miss out!”

Text Message Reminders

In addition to emails, consider sending out text message reminders. These are incredibly effective and relatively inexpensive. Costs can range from a few pennies to about 5 cents per message. However, make it optional for attendees to provide their phone numbers to avoid creating barriers to entry.

Creating Urgency and Curiosity

The Cliffhanger Technique

One powerful strategy is to send attendees a fill-in-the-blanks cheat sheet or PDF related to the webinar topic. This creates a sense of curiosity and urgency, compelling them to attend the webinar to “fill in the blanks.”


Include testimonials from past attendees in your reminder emails. This not only builds credibility but also generates excitement among new attendees.

Selling the Webinar

Just because your webinar is free doesn’t mean you don’t have to sell it. Remember, you’re competing for people’s time. Make sure to articulate the value attendees will get from the webinar, and why it’s worth their time.

Live vs. Pre-Recorded Webinars

While live webinars can create a sense of urgency and real-time engagement, pre-recorded webinars also have their place. However, if you’re just starting, it’s advisable to go live to gauge the effectiveness of your content. Once you have a high-converting webinar, you can then automate it for consistent results.

Final Thoughts on Etiquette and Respect

Lastly, it’s crucial to maintain a respectful and sincere interaction with your audience. If you want to engage with them effectively, be polite in your communications. This not only fosters a positive environment but also increases the likelihood of higher engagement.


Webinars are a powerful tool for businesses, but their success largely depends on the number of attendees. By employing a strategic approach to not just sign-ups but also attendance, you can significantly boost the effectiveness of your webinars. Remember, the strategy should always follow the offer. Know what you’re selling, and tailor your approach accordingly.