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How to craft perfect webinar invitations?

If you want to run meetings that are free from any geographic or time barriers, webinars are a great option. It's an ideal tool for maintaining contacts with loyal customers and acquiring new recipients. In addition, it enables the company to provide valuable knowledge in an attractive form, only thanks to the device and wifi connection. This way, you can open up to new business opportunities around the world.

Unfortunately, there may be a problem - how to inform potential customers about the webinar? Where to get new recipients? Loyal customers are essential, but we need new customers for the company to grow. Maybe a promotion is a good option, but it can be expensive, by the way. Oh! Or perhaps email invitations to a webinar! On the other hand, an email campaign is basically not as expensive as a marketing campaign, and maybe it can bring similar results? That's a good question - can it?

We will try to answer this question in the article below. Plus, we'll tell you more about the best practices for sending webinar email invitations. So, if we've got you interested enough, be sure to stay with us!

The importance of webinar invitation email

Webinars are an excellent option - they are easy to organize, affordable, and candidates can participate from all over the world. Of course, prelegents need to realize them following Virtual Meeting Etiquette and Video Conference Etiquette, but this effort pays off. 

However, the steps you take before and after the webinar are equally important.

A webinar email strategy is often one of the first things to do when planning a webinar or other online event. In addition to being inexpensive, it can quickly promote your event to existing subscribers - everyone who comes across the email can participate in webinars. Moreover, it provides the necessary information about the event, such as topic, place, time, speakers. It also expands the list of subscribers with new contacts, generates leads, increases sales and brand interest.

Sure, running webinars and virtual events have thousands of advantages - increasing brand awareness, audience engagement, building authority, and more. However, by creating excitement and encouraging people to sign up for the webinar, you will be much more likely to achieve these goals. Further, the content of all webinar invite messages may look similar, but the way you present and deliver them to your subscribers determines whether they generate a response. Therefore, sending webinar invitations is the best way to attract people to your webinar and generate interest in your event.

The best time for sending webinar invitations email 

A webinar email campaign doesn't consist of a single email and must be well-timed. Perhaps you will send multiple messages, each for a different purpose, starting with a webinar invitation email.

A webinar email invitation is sent to let people know when and where to attend the webinar. Its intended is to register as many people as possible for the webinar. The number of registrations determines the success of an email campaign inviting people to the webinar.

A few weeks before the online event, send out a webinar email invitation. It's best to send it 2-3 weeks before the date of the webinar. This way, your audience has time to think about it and put the event on their calendar.

There is no guarantee that people will attend your webinar just because they sign up. They may forget about it. However, in this case, your best chance of increasing attendance is by sending webinar reminder emails. This will be discussed later in this article.

What to include in the webinar invitation email? Top 10 best practices!

Does it really make a difference what elements go into an email invitation for a webinar? Yes, of course! If you stick to specific rules, your email will contain everything the potential recipient needs. Meet out ten best practices: 

#1 Target group

Define the target group before you start writing the invitation, as knowing your audience helps you write for them. By understanding them, you can easily capture the benefits of attending your event by framing it as a solution to their pain points. Your invite will also sound more appropriate if you know your target group. Thus, your webinar invitation email resonates with the right readers and increases their likelihood of registering.

#2 Catchy subject line

Email subject lines for webinar invitations should follow the same rules as other emails. People might not be interested in reading it to the end if it’s too long. It should be brief and to the point. The message should clearly state what is inside and explain the subject. Also, you can't use a thousand exclamation points and ask for webinar registration. Subtly describe the event, and you'll make good use of that one line.

#3 Personalization at firts

By personalizing your webinar email, you will not only encourage people to open your email but also to sign up for an event. What is the easiest way to customize emails? Addressing audience by name. This way, you communicate directly with them. Alternatively, you can segment your list and send invitations only to those who open your emails. You can also tailor your emails by sending them during the audience's peak activity times.

#4 Eye-catching banner

Banners are located at the top, so they make a great first impression. The purpose of the email is to inform people about an event, grab attention, and encourage recipients to register for the webinar. Its design can have different forms, and you can contain additional information. Like, if you launch an event with a famous speaker. Consider using animation or graphics to convey the idea either, as it's even more enjoyable.

#5 Simple text

Try not to overdo it with the text. Depending on the event and the structure of your email, you choose what to include. If there is an explicit banner and a complementary header, the text may be kept to a minimum. Duplicating the information you've already mentioned above is unnecessary. And remember that your audience's time is precious, and they don't like lengthy messages. Nonetheless, if your event requires expanded information, include text to provide more details.

#6 Agenda

In most webinar emails, there is an event agenda. While the webinar title may sound too general, specific topics may sound more relevant and generate better responses. So, in this section, you can provide more information on the topics covered. The more presenters and the larger your event, the more detailed your agenda should be. 

#7 Call to action

What would be a webinar invitation email without a CTA? Include it in any email you want to prompt action. Ensure that it is visible and communicates a direct and understandable request. Avoid getting too creative with new fancy calls and stick with Register Now/Register Free/Sign Up. There is only one purpose of an event invitation: to offer registration, so people ready to apply would look for this button.

#8 Design

Of course, don't forget about the overall appearance of the email. Make the banner attractive, bullet the text, and make the whole look consistent. The point here isn't that you need to upload flashy graphics that aren't related to the topic at all, but to make sure before sending that all elements are in their place and match others.

#9 Clear navigation

The same goes for email navigation. Don't let customers look for information. Just give everything on a plate. Time, venue, speakers, cost of attendance, a sign-up button should be easy to find. Introduction, the most critical information, additional details, graphics - it all has its place and adds up to the appearance of the entire invitation.

#10 Follow-up reminders

Last but not least - email reminders. Sending a webinar reminder email can increase the number of attendees. It is important to remind people who registered for your event that it is soon approaching and they should attend. In addition to reminding them what time the webinar starts, you're also pointing out why this webinar will be valuable to them. Don't forget about it in your webinar email campaign.

Create the best version of the webinar invitation

We hope you will use the ten best practices the next time before you send out webinar email invitations. However, we are just at the beginning of your webinar sales funnel. After the online meeting, you need to plan the webinar continuation sequence in order to increase the number of webinar subscriptions and generate more leads. And, of course, create a great webinar to make your audience miss you!


Ola Czmut
Ola Czmut

Happily combines a love of writing and new technology as a copywriter, and enjoys the puzzle of putting together a good article. In her spare time she likes to catch up on the latest, greatest books, bake chocolate chip cookies and ponder her next travel destination.

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