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The word blends web and seminar. A webinar is a presentation, class or workshop you give online to an audience that registered in advance. The speaker shares a screen and a camera, attendees watch along and ask questions through chat, a Q&A panel or a poll.
That is different from a regular video meeting. In a meeting everyone joins the conversation. In a webinar there is a clear speaker up front and the audience is first of all a viewer. Businesses use webinars to share knowledge, show a product, train customers or meet new contacts.
How a webinar works
You pick a topic and a date and build a registration page. Whoever signs up gets a confirmation and reminders with a personal link. On the day the broadcast starts in software such as Teams, Zoom or a dedicated platform. Afterwards everyone gets the recording, including those who did not attend.
That last step matters more than it seems. According to ON24's benchmarks, on average 57 percent of registrants attend, and Univid measures 49 percent live. So you only reach half your audience through the recording. Lay out the full plan, from first email to replay, with the webinar planning checklist.
Live, on demand or a mix
- LiveEveryone watches at the same moment, with questions and polls in real time. Strongest for interaction and a sense of appointment.
- On demandThe recording is online and viewers start whenever they like. No date to miss, but no live questions either.
- Simulated liveA pre-recorded session that starts at a set time, with a speaker answering the chat live. Less risk, still an appointment.
Webinar, seminar, meeting or livestream?
| Format | Who talks | Registration | Typical size |
|---|---|---|---|
| Webinar | One or a few speakers, audience through chat and Q&A | Yes, with a form | Dozens to a few thousand |
| Seminar | Speakers in a room, audience present in person | Usually | As big as the room |
| Online meeting | Everyone | No, an invite is enough | A handful to a few dozen |
| Livestream | One broadcaster, audience watches | No, open to all | Unlimited |
A seminar is the physical version: your audience travels to a venue. A webinar removes that barrier, so more people sign up, but more people drop out too. A livestream on YouTube or LinkedIn is open to anyone and needs no registration, which also means you collect no email addresses.
How many attendees fit?
That depends on the software and the licence. Microsoft states that with Teams Enterprise you can host up to 1,000 attendees who can turn on their mic and camera, up to 3,000 with chat and Q&A, and up to 10,000 in a view-only experience where attendees watch and ask questions. For most small businesses that is plenty. Zoom and other platforms use similar tiers per licence.
For a first webinar with your own customers, the number of seats is rarely the limit. What matters more is that your registration page, your reminder emails and your recording are in order. Build that page as a separate landing page with a short form.
Why businesses run webinars
Whoever registers gives you a name, an email address and half an hour of attention. That makes a webinar a form of lead generation: you meet people who show interest in your topic. After the broadcast comes a series of emails, often automated with marketing automation, proposing the next step.
A webinar also works for existing customers: training on a new feature or a yearly update. The recording then becomes a YouTube video with chapters, so it keeps working. If your audience spans several countries, first check with the time zone overlap calculator which hour works for everyone.
Common questions about webinars
Is a webinar always free?
No. Most business webinars are free in exchange for an email address, but training and masterclasses often charge.
How long does a webinar last?
Usually 30 to 60 minutes, including questions. Few viewers stay longer.
Do I need special software?
For a first webinar, Teams or Zoom will do. If you want registrations, reminders and statistics in one place, pick a webinar platform.
How do I get started?
Read how to host a webinar, step by step from topic to replay.
Having a webinar produced
We build the registration page, write the emails, handle the tech and run the controls during the broadcast, so all you have to do is talk. Then we edit the recording and set up the follow-up. It is all on webinar production.