Webinar Planner

Webinar Planner

When to Use This Skill

Use this skill when you need to:

• Plan a live webinar, virtual workshop, or online event from scratch
• Build a content outline with slide structure and speaker notes
• Write a registration page with headline, benefits, and CTA
• Create a promotional email sequence to fill seats before the event
• Write a post-webinar follow-up sequence for attendees and no-shows
• Optionally create a planning page in Notion and promotional graphics in Canva

DO NOT use this skill for pre-recorded courses (use course-outline), podcast planning (use podcast-show-notes), in-person event logistics, or standalone email sequences (use email-sequence).

Core Principle

EVERY WEBINAR EXISTS TO DELIVER ONE TRANSFORMATIVE IDEA AND ONE CLEAR NEXT STEP — IF THE AUDIENCE CANNOT STATE BOTH IN ONE SENTENCE AFTER ATTENDING, THE WEBINAR FAILED.

Webinar Type Reference

Phase 1: Strategy

Gather all details before building content. Use defaults in parentheses when the user does not specify.

1. Topic — what the webinar teaches (ask, no default)
2. Target audience — who attends and their problem (ask, no default)
3. Goal — leads, sales, authority, or product adoption (ask, no default)
4. Format — teaching, demo, panel, or Q&A (teaching)
5. Webinar type — lead gen, authority builder, workshop, or product demo (lead gen)
6. Duration — 30, 45, 60, or 90 minutes (60 min)
7. Offer or pitch — what you sell at the end, if anything (ask for lead gen/workshop)
8. Date and time (ask, no default)
9. Platform — Zoom, WebinarJam, StreamYard, or other (Zoom)
10. Speaker name and title (ask, no default)

Present the strategy brief before writing anything:

## Webinar Strategy Brief

**Topic:** How to Land Your First 5 Coaching Clients Using LinkedIn
**Audience:** New coaches (0-3 clients) who struggle with lead generation
**Goal:** Lead generation — pitch group coaching program at end
**Format:** Teaching (slides + live examples)
**Type:** Lead Gen (free, 60 min, pitch at end)
**Offer:** "Client Magnet Accelerator" — 8-week group coaching ($997)
**Date/Time:** March 22 at 12:00 PM EST
**Platform:** Zoom
**Speaker:** Rachel Torres, Certified Business Coach

GATE: Do not proceed to Phase 2 until the user confirms topic, audience, goal, and format.

Phase 2: Content

Build the webinar structure, slide outline, and speaker notes.

Structure Template (60-Minute Default)

Duration variants: 45 min: compress Block 3 and Q&A to 5 min each. 90 min workshop: expand blocks to 20 min, add 10-min exercise after Block 2, extend Q&A to 15 min.

Slide Outline

Default: 18-22 slides for 60 minutes. Create titles with purpose notes for each:

• Slide 1 — Title slide (webinar name, speaker, date)
• Slide 2 — About the speaker (credibility proof in one sentence)
• Slide 3 — Housekeeping (recorded, chat Q&A, stay for bonus)
• Slide 4 — The Problem (name their pain with a specific stat or scenario)
• Slide 5 — The Promise (what they will walk away with)
• Slides 6-9 — Content Block 1 (concept, framework, before/after example, action step)
• Slides 10-13 — Content Block 2 (same structure: concept, framework, example, action)
• Slides 14-16 — Content Block 3 (concept, live demo or case study, key takeaway)
• Slide 17 — Recap (restate all 3 steps in one slide)
• Slide 18 — The Offer (lead gen only: program details, price, enrollment link, attendee bonus)
• Slide 19 — Q&A
• Slide 20 — Thank you + next steps (replay info, free resource download, contact)

Speaker Notes

Write notes for the hook, each block opener, the offer, and the close. 3-5 bullets per slide. Example:

SLIDE 4 (The Problem):
- Open with: "Raise your hand in chat if you've ever spent an entire week
  trying to figure out where to find clients instead of actually coaching."
- Pause for chat responses — acknowledge a few by name
- "That's exactly where I was 3 years ago. Great at coaching. Terrible
  at getting people to coach."

SLIDE 18 (The Offer):
- Transition: "Everything I taught today works on its own. But if you want
  me in your corner building this with you, here's how."
- Walk through the 3 biggest benefits (don't read every bullet)
- State the price once, clearly — don't apologize for it

GATE: Present the full content outline to the user. Do not proceed to Phase 3 until approved.

Phase 3: Promote

Build the registration page, promo emails, social posts, and optional Canva/Notion assets.

Registration Page Copy

Deliver these elements:

• Headline: Specific outcome + objection buster in parentheses. Example: "How to Land Your First 5 Coaching Clients Using LinkedIn (Without Cold DMs, Expensive Ads, or Begging for Referrals)"
• Subheadline: Free/paid label + date + time + speaker name
• 3-5 benefit bullets: Each starts with "The exact..." or "A step-by-step..." — tangible, specific
• Speaker bio: 2-3 sentences with credibility proof (number of clients, specific result)
• Event details: Date, time, duration, platform, price, replay availability
• CTA button: "Save My Spot" (free) or "Reserve My Seat — $XX" (paid)
• Below the fold: "This is for you if..." (4 bullets) and "This is NOT for you if..." (3 bullets)

Promotional Email Sequence (3 Emails)

Email 1 — Announcement (7 days before):

• Subject line: personal, lowercase (e.g., "I'm going live on March 22 — you're invited")
• Open with the question the webinar answers
• 3 bullet benefits matching the registration page
• CTA: registration link
• P.S.: replay available but live attendees get a bonus

Email 2 — Reminder (1 day before):

• Subject line: urgency + topic (e.g., "tomorrow at noon — your LinkedIn client system")
• 3 prep steps (block calendar, open relevant tool, bring notebook)
• Include the Zoom/event link directly
• P.S.: mention the live-only bonus again

Email 3 — Last Chance (day of, morning):

• Subject line: time-based (e.g., "we're live in 3 hours")
• 3 bullet takeaways (not benefits — what they will leave with)
• Event link. Keep under 80 words total.

Write all emails with real copy matching the strategy brief — never use placeholder text.

Social Media Promo Posts

One post per platform, each native to the format:

• LinkedIn: Professional, numbered list of what you will cover, CTA to comment or link in comments, no hashtags in first line
• Instagram: Hook in first line (shows before "more"), conversational, "link in bio," end with "save this post"
• X/Twitter: Under 280 characters, bold claim + 3 bullet takeaways + "link below"

Optional: Canva Promotional Graphic

If the user requests a graphic:

1. Call list-brand-kits to load colors/fonts
2. Generate at 1080x1080 with webinar title, date/time, speaker name, and "Free Live Training" or price badge
3. Preview with get-design-thumbnail, get user approval
4. Export as PNG via get-export-formats and export-design

IF NO BRAND KIT: Ask for primary color, secondary color, font preference. IF 3 ATTEMPTS FAIL: Provide a design spec for manual creation.

Optional: Notion Planning Page

If the user requests a planning page:

1. Call notion-search to locate the parent page
2. Call notion-create-pages with: strategy brief, slide titles, promo timeline with send dates, run-of-show, and pre/post-event task checklists

IF SEARCH FAILS AFTER 3 ATTEMPTS: Provide the planning page as markdown for manual paste.

GATE: Present registration page and all promo materials. Do not proceed to Phase 4 until approved.

Phase 4: Execute

Run-of-Show Document

Create a minute-by-minute timeline. Example for 60-minute lead gen webinar:

PRE-SHOW (11:30 AM - 12:00 PM)
  11:30  Open room, start recording, test screen share
  11:45  Load slides, open demo tabs
  11:50  Post "room is open" in chat
  11:55  Welcome early joiners
  11:58  Final mic/camera check
  12:00  START

LIVE SHOW
  12:00  Welcome + housekeeping (Slides 1-3)
  12:05  Hook + problem (Slides 4-5) — ENGAGEMENT: poll or chat question
  12:10  Content Block 1 (Slides 6-9) — ENGAGEMENT: "Type your [X] in chat"
  12:25  Content Block 2 (Slides 10-13) — ENGAGEMENT: "Which approach resonates?"
  12:40  Content Block 3 (Slides 14-16) — ENGAGEMENT: "Has anyone tried this?"
  12:50  Recap (Slide 17) — restate all 3 steps in 60 seconds
  12:51  Offer (Slide 18) — walk through program, state price, share link
  12:56  Q&A (Slide 19) — repeat each question before answering
  12:59  Close (Slide 20) — replay info, free resource, thank you
  13:00  END — stop recording

Include at least 3 engagement prompts (chat questions, polls, hand-raises) spaced every 10-15 minutes.

Tech Checklist

Audio:
  [ ] Microphone connected and selected in platform settings
  [ ] Test recording — play back 10 seconds to confirm clarity
  [ ] Notification sounds silenced on all apps and phone

Camera:
  [ ] Positioned at eye level, lighting on face (not behind)
  [ ] Background clean or simple virtual background
  [ ] Preview checked in platform settings

Screen Share:
  [ ] Slide deck on Slide 1, demo tabs open separately
  [ ] All unrelated tabs and apps closed
  [ ] Test share — confirm attendees see slides, not desktop

Recording:
  [ ] Cloud or local recording enabled and tested
  [ ] Backup recording via OBS or QuickTime

Backup Plan:
  [ ] Backup event link ready to email if platform crashes
  [ ] Mobile hotspot as secondary internet connection
  [ ] PDF version of slides if screen share fails
  [ ] Phone dial-in as backup audio

Platform Settings:
  [ ] Attendees muted on entry
  [ ] Chat enabled for all participants
  [ ] Waiting room disabled for direct join
  [ ] Co-host assigned if using a moderator

Phase 5: Follow-Up

Attendee Emails (3 Emails)

Email 1 — Replay Link (day after): Subject: "your [topic] replay." Deliver the replay link (available 48 hours), recap the 3 key steps with slide numbers, link to free resource/checklist.

Email 2 — Value Recap + Nudge (day 3): Subject: "did you try the [highest-impact tactic]?" Highlight the single most actionable step from the webinar, re-explain it briefly, invite them to reply with their result. P.S. with soft offer mention.

Email 3 — Offer Deadline (day 5): Subject: "enrollment closes [day]." State what is included, the price, the attendee bonus, and the deadline. Close with "if now isn't the right time, no worries" to reduce unsubscribes.

No-Show Emails (2 Emails)

Email 1 — Replay for No-Shows (day after): Subject: "you missed it — here's the replay." No guilt. Deliver replay link with timestamps for key sections so they can skip to what matters.

Email 2 — Final Nudge (day 3): Subject: "quick recap from the training." Summarize the core takeaway in 3 sentences, restate the 3 steps, note replay expiration, mention the offer link.

IMPORTANT: Write separate emails for attendees and no-shows. Never send the same email to both segments.

Write all follow-up emails with real copy matching the webinar content — never use placeholder text.

Example 1: Free Lead-Gen Webinar for a Business Coach

User request: "I'm a business coach hosting a free webinar called '3 Steps to Land Premium Clients.' Audience is coaches charging under $2,000/project. Pitching my $4,500 group coaching program. April 10 at 2 PM EST on Zoom."

Execution:

1. Strategy: Lead gen webinar, 60 min, pitch at end. Brief confirmed.
2. Content: 3 blocks — positioning as premium, the value conversation, the proposal that closes. 20-slide deck. Speaker notes for hook ("What if the problem isn't your skills — it's your price tag?") and offer.
3. Promote: Registration page with headline "Stop Trading Hours for Dollars." 3 promo emails with real copy. LinkedIn/Instagram/X posts, each platform-native.
4. Execute: Minute-by-minute run-of-show with engagement prompts. Zoom tech checklist.
5. Follow-up: Attendee sequence — replay with value conversation recap, "try raising your next proposal by 30%" nudge, enrollment deadline. No-show sequence — replay with timestamps, final recap with offer link.

Delivered: 20-slide outline, 8 emails, registration page, 3 social posts, run-of-show, tech checklist.

Example 2: Paid Workshop for a Designer

User request: "I'm running a $97 workshop: 'Build Your Brand Identity in 90 Minutes.' Audience is solopreneurs who can't afford a designer. They leave with a mood board, color palette, and font pairing. March 29 at 10 AM PST on StreamYard. Want a Canva promo graphic and Notion planning page under 'Workshops.'"

Execution:

1. Strategy: Paid workshop, 90 min, hands-on. Optional upsell: full brand package ($2,500). Brief confirmed.
2. Content: 3 hands-on blocks with 5-min exercises — mood board, color palette, font pairing. 24-slide deck with before/after brand examples. Soft upsell at close (no hard pitch).
3. Promote: Registration page with headline "Stop Looking DIY. Start Looking Pro." Promo emails emphasize tangible deliverables. Social posts highlight "walk away with a real brand."
4. Canva: Loaded brand kit, generated 1080x1080 promo graphic with title/date/price/"Hands-On Workshop" badge. Exported PNG after approval.
5. Notion: Found "Workshops" page via search. Created planning page with brief, content outline, promo timeline, run-of-show, and checklists.
6. Execute: Run-of-show with exercise pause notes. StreamYard tech checklist.
7. Follow-up: Attendee emails — materials recap, "show me your brand board" engagement, soft upsell. No-show emails — recording with timestamps, final recap.

Delivered: 24-slide outline, 8 emails, registration page, 3 social posts, run-of-show, tech checklist, Canva graphic, Notion page.

Pre-Delivery Checklist

Run this before delivering. DO NOT SKIP ANY ITEM.

  [ ] Strategy brief confirmed before content was written
  [ ] Structure matches confirmed duration (30/45/60/90 min)
  [ ] Slide outline has hook, 3 content blocks, and closing
  [ ] Speaker notes for hook, block openers, and offer slide
  [ ] Registration page has headline, benefits, bio, CTA
  [ ] 3 promo emails with correct timing (7 days, 1 day, day of)
  [ ] Social posts are platform-native (not copy-pasted)
  [ ] Run-of-show has minute-by-minute timestamps
  [ ] Tech checklist covers audio, camera, share, recording, backup
  [ ] Separate follow-up emails for attendees and no-shows
  [ ] Offer details consistent across all materials
  [ ] No placeholder text — all examples use real content
  [ ] All links labeled clearly (registration, event, replay, offer)

Anti-Patterns

• DO NOT create webinars longer than 90 minutes — attention drops sharply after 60. Workshops are the only exception, and only with hands-on exercises.
• DO NOT pitch before delivering value — offers in the first 40 minutes of a 60-minute webinar cause mass drop-off.
• DO NOT skip the follow-up sequence — 40-60% of registrants no-show. Without follow-up, you lose the majority of your leads.
• DO NOT send the same email to attendees and no-shows — attendees need a recap, no-shows need timestamps and the replay link.
• DO NOT overload slides with text — maximum 6 lines per slide. Slides support the speaker, not replace them.
• DO NOT skip engagement prompts — webinars without chat interaction every 10-15 minutes become lectures with high drop-off.
• DO NOT make registration pages longer than needed — headline, subheadline, 3-5 bullets, bio, CTA. Save long-form for paid workshops.
• DO NOT skip the tech rehearsal — audio failures, screen share issues, and recording problems are all preventable.
• DO NOT send the replay immediately — send it the next day. Instant replays train people to skip your future live events.

Recovery

• User cannot define a topic: Ask "What question do your clients ask you most often?" That question is the webinar. If still stuck, have them name 3 things they help with — pick the one with broadest appeal.

• User wants to cover too many topics: Enforce one idea. Ask: "If attendees remember one thing, what should it be?" Cut everything else. Offer to turn extras into future webinars.

• User has no audience to promote to: Extend the promo timeline from 7 days to 14-21 days. Recommend organic social promotion and joint webinars with someone who has an audience.

• User has never presented live: Add near-scripts to speaker notes for the hook and transitions. Recommend two full rehearsals. Add a "practice run" task to the run-of-show 48 hours before the event.

• Notion or Canva integration unavailable: Deliver all content as markdown files with exact specs (dimensions, colors, text). Never block the workflow because an optional integration fails.

• User wants a panel format: Replace solo content blocks with moderated discussion blocks. Add panelist intros (5 min), talking points per panelist, and directed Q&A in the run-of-show.

• If 3 revision rounds produce no approval: Stop and reassess. Ask the user to share a webinar they loved as a reference for structure and tone.