How to Create a Webinar in GoToWebinar

🧩1. Schedule Your Webinar
📅 2. Set Date, Time & Time Zone
👥 3. Choose Interaction Format
🎯 4. Update Branding & Colors
📧 5. Emails - Confirmation & Reminder
📋 6. Webinar Registration Assets (Form, Page, Emails)
🛑 Common Mistakes to Avoid When Creating a Webinar

A Step-by-Step Guide for Webinar Organizers! In this article, you'll learn how to create a webinar in GoToWebinar, including choosing the right format, setting up the event details, and assigning roles. If you're new to GoToWebinar, we recommend starting with [Article 1: Getting Started with GoToWebinar] for an overview of user accounts, webinar types, and roles.

🧩1. Schedule Your Webinar

Creating a webinar starts with defining the essentials:

Log in to GoToWebinar and click “SCHEDULE +” found at the right of the dashboard.
Enter your event title (e.g., Live Webinar: Learn how to use GoToWebinar).
Choose your event type: Live – Real-time interaction with attendees / Recorded – Pre-recorded session for on-demand viewing / Virtual Event – Multi-session format for larger events.

📅 2. Set Date, Time & Time Zone

Choose whether the event occurs once or is recurring.
Set the start and end date/time. Select the appropriate time zone to match your audience.

🕒 Example: Tuesday, September 16, 2025 – 02:00 PM to 04:00 PM (GMT+02:00 Brussels)

👥 3. Choose Interaction Format

Select how attendees will engage with your webinar:

Standard Event (default) – Full interaction with Q&A, polls, and handouts; Breakouts Event – Enables smaller group discussions; Webcast – View-only format for large audiences.

Once you have "SCHEDULE" the event, you can review/update the webinar details and add a Description of the event.
Select the language of your Webinar Event. All communication will be translated according to the selected language

Always add "SD Worx Webinars" as a co-organizer

💡 Need help understanding webinar types, user roles, or how to get a GoToWebinar account?
👉 Check out [Article 1: Getting Started with GoToWebinar] for a complete overview.

Review the "SETTINGS".

🎯 4. Update Branding & Colors

Update the "BRANDING & COLORS":

Ensure you upload SD Worx Logo that is no larger than 400x200 pixels and 100KB (2:1 aspect ration recommended).
Update Feature Color with custom color which aligns with SD Worx Brand.

📧 5. Emails - Confirmation & Reminder

In the "EMAIL" tab, update the "Confirmation Email to Registrants" and "Reminder Email" in GoToWebinar. Note that Follow-Up emails should be prepared on Pardot.

✅ Confirmation Email to Registrants

Enable it: This email should be activated to automatically send a confirmation to attendees once they register.

Purpose

Timing

What to include

Why it matters

Confirms registration

Provides access details

Immediately after registration

Webinar title, date, and time

Join link (auto-generated)

Add-to-calendar buttons

Contact info for support

Confirms successful registration

Reduces confusion and support queries

Encourages attendees to save the date

⏰ Reminder Email

Enable it: This email helps ensure registrants don’t forget the event.

Purpose

Timing

What to include

Why it matters

Reminds registrants

to attend the webinar

1 or 1+ Day / Week / Hour before

You can send up to 3 reminders

Webinar details

Join link

Last-minute instructions or material

Keeps the webinar top-of-mind

Reduces no-shows

Allows for last-minute updates

🕒 Tips for Email Timing

Send Emails Early in the Week

✔️ Best days: Tuesday or Wednesday for higher open rates.

❌ Avoid Mondays and Fridays : Lower engagement due to busy schedules or weekend prep.

Optimal Time of Day

✔️ Aim for 10–11 AM when recipients are settled into their workday.

📋 6. Webinar Registration Assets (Form, Page, Emails)

The registration form, landing page, invitation email, and follow-up emails should all be created in Pardot to ensure proper tracking and engagement.

If you need assistance, the P&A Team is available to support you in building these assets.You can easily submit your request using the following link: http://www.sdworx.com/requestform

🛑 Common Mistakes to Avoid When Creating a Webinar

Mistakes to Avoid	How to fix?
1. Choosing the Wrong Event Type ❌ Mistake: Selecting "Recorded" when you intend to interact live with attendees.	✅ Fix: Double-check your event type—Live for real-time interaction, Recorded for on-demand, and Virtual Event for multi-session formats.
2. Incorrect Time Zone ❌ Mistake: Scheduling the webinar in the wrong time zone, leading to confusion or missed attendance.	✅ Fix: Always confirm the time zone matches your target audience’s location.
3. Forgetting to Update Branding ❌ Mistake: Leaving default branding, which can reduce trust and engagement.	✅ Fix: Upload a branded image (max 400x200px, under 100KB) to personalize your registration and confirmation pages.
4. Not Setting Up Registration Properly ❌ Mistake: Using GoToWebinar’s default registration instead of Pardot.	✅ Fix: Create registration forms, landing pages, and emails in Pardot for better analytics and engagement.
5. Skipping Email Reminders ❌ Mistake: Not enabling reminder emails, causing low attendance.	✅ Fix: Set up automated confirmation and reminder emails to keep registrants informed.
6. Overlooking Interaction Format ❌ Mistake: Choosing “Webcast” when you want Q&A or polls.	✅ Fix: Use Standard Event for full interaction, or Breakouts for group discussions.

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