A webinar is an online seminar. Tools for delivering seminars are also sometimes called webinars.
This time, we will explain in detail the differences between webinars and traditional seminars, and what to keep in mind when holding them, from the perspectives of the management and participants. We will also introduce recommended tools, so if you are thinking of holding a webinar, please refer to them.
What is a webinar?
Webinar is a coined word that combines the words “web” and “seminar,” and refers to training and lectures that use videos distributed over the Internet. Also called a web seminar or online seminar.
Due to the spread of the new coronavirus, there has been a trend to avoid large gatherings of people. Telework and webinars have become popular, and it is no longer unusual to work from home or attend seminars and lectures.
Difference between webinar and on-site seminar
The biggest difference between a webinar and a traditional on-site seminar is that the entire event can be completed online without the need for both participants and organizers to visit the venue. (Depending on the distribution content, organizers may distribute it from studios with extensive distribution facilities.) Organizers can use webinars to hold small-scale events for a few to several dozen people, and for events with 10,000 people. Large-scale online events can also be held. The big difference from on-site seminars is that everything can be done online on a single computer, on a variety of scales, and at a time of your choice.
Difference between webinar and web meeting
Here, we will explain the difference between a webinar and a web meeting. These two are used for different purposes. For web meetings, all participants can share their screen and audio. This allows for two-way communication during meetings.
However, in the case of a webinar, there is a separation between the host, who is the organizer, and the participants (panelists). The host decides whether participants can turn on/off their microphones, videos, and share their screens. In addition, hosts can see who is attending, and can conduct surveys such as Q&A and voting. Therefore, unlike a web meeting, a webinar is used as a one-way tool rather than a two-way communication tool.
Zoom webinar is a type of webinar
Zoom is probably the most widely known webinar tool around the world. Online meetings are sometimes called “Zoom meetings.” According to a survey by Nomura Research Institute, the software with the highest usage rate for online meetings is Zoom, followed by Microsoft Teams.
Zoom Webinar is an optional feature of Zoom. It is equipped with functions that can be used for seminars, training, information sessions, new product presentations, etc., and allows you to hold high-quality webinars with a stable connection.
Another feature of Zoom webinars is that they can be used in the same way as Zoom, so there are fewer psychological hurdles for participants. Details on the Zoom webinar will be provided later.
Reference:
Nomura Research Institute “2021 Online Conference Software Japan-China Comparative Study”
Purpose of holding a webinar
The purpose of a webinar is not necessarily limited. It can be used for various purposes depending on your ideas. For example, you can use webinars to train your employees. Compliance training, Internet literacy education, etc. need to be constantly updated with new information.
If you create a recorded and distributed program for your employees, you will not only be able to watch it as many times as you like, but you will also be able to freely choose the viewing time, which will increase your employee usage rate. You can further deepen understanding by making it live and answering employee questions.
You can also hold webinars for external audiences, such as the following:
You can also use webinars to explain new products. Traditionally, you would hold a briefing session by holding a venue and inviting media personnel, but by using a webinar, you can not only reduce the budget for a new product launch event, but also get more people to see it. Therefore, the advertising effect will also increase.
Webinars are also a great tool for following up with people who are already using your product or service. By publishing explanations and how-tos for your products and services in a webinar, users can obtain the information they want from anywhere on their computers or smartphones, increasing customer satisfaction. Webinars also allow you to visually deepen your understanding of complex usage that is difficult to convey in text. This will appeal to leads.
Webinars are also a suitable tool for company information sessions. Similar to new product launches, traditionally it was common to rent a venue to hold the event. However, since there is a limit to the number of people who can enter, it is necessary to limit participants on a first-come, first-served basis, and there is a risk of losing out on talented students. In addition, it is assumed that not only students from rural areas have difficulty participating, but also many students who are unable to participate for some reason.
However, by using a webinar, you can have participants participate without setting a maximum number of people. Students living in rural areas can also easily participate. Additionally, if you use the real-time delivery method, you can ask and answer questions on the spot, allowing people to gain a deeper understanding of your company. If you record and redistribute the company information session you held, students who were unable to participate in the live broadcast due to unforeseen circumstances will be able to view it. Webinars are expected to be actively used in order to secure talented human resources.
Webinars are also suitable for financial results briefings for stakeholders such as investors, trading companies, and financial institutions. This will reduce the burden on participants as they will not have to go out of their way to participate. In addition, anyone who is interested can participate, which will help attract a wide range of investments.
As mentioned above, using webinars to improve your ability to attract customers is a new common sense in modern times. Based on this ability to attract customers, you can eventually expect to acquire new leads.
Even if it is difficult to do it on your own, by co-hosting a webinar with another company, you can reduce costs and expect high advertising effectiveness.
We have summarized the implementation points for the jointly hosted webinar, so please download the materials below and check the details.
Flow up to the webinar
The webinar will be held according to the schedule below.
1. Create content
2. Selection of webinar tools and equipment
3. Creation of webinar registration site and customer attraction site
4. Creating materials for distribution
5. Creating a survey
6. Start attracting customers
7. Rehearsal
8. Send reminder email
9. Opening a webinar room
From content creation to tool/equipment selection
First, create the content. Clarify the target of the webinar and summarize the content you want to convey while including the information that the target is looking for. Select a webinar tool while creating content.
It is desirable that the webinar tool allows for smooth sharing of screens and materials, and also allows the operator to manage permissions. If participants can also manage permissions, their comments may interfere with the progress of the seminar. In addition, there may be cases where personal information is leaked, so it is necessary to check to what extent participants can control video and audio.
Creation of registration site and customer attraction site
After setting up your equipment, create a webinar registration site. By creating a form to automatically accept registrations, you can greatly reduce the burden on the administrator. With functions such as automatic reply emails, issuing of course tickets, and automatic sending of reminder emails, you can host webinars even more easily.
Simply creating a registration site is not enough to recruit participants. You need to create a website to attract customers and promote your webinar. We will explain in an easy-to-understand way the benefits of participating in a webinar and explain what kind of questions it will answer.
However, even if you have excellent advertising on your customer attraction site, it will be difficult to attract webinar participants if the number of views on the customer attraction site itself is low. In addition to directing visitors from your company’s homepage, prepare multiple routes for inflow by implementing web advertisements and posting banners on the homepages of sponsoring companies.
Once you create a customer attraction site, you can use it for your next webinar. Not only will it be easier to attract customers from next time onwards, but you will also be able to reuse the inflow route.
From creating materials and questionnaires to holding webinars
Next is creating the materials. When creating materials that are linked to the webinar content, be careful not to create materials that are exactly the same as the webinar content. If the materials and the content of the webinar are the same, you may lose interest in the webinar.
After creating the materials, we will create a survey to be conducted after the webinar. In addition to knowing the satisfaction level, it is essential for making your next webinar even better, so carefully consider the content of the questions and create them.
After all these preparations are completed, we will gather the audience and hold a rehearsal. After sufficient preparation, we will send a reminder email and open the webinar room.
Advantages of webinars
As I mentioned, holding a webinar requires a lot of effort. However, webinars have many benefits, and if you consider the ability to attract customers and convenience for participants, there is no option not to use them. We will explain the benefits of webinars separately for the management side and the participant side.
Advantages for management
Webinars are streamed over the internet, so participants don’t have to travel to the venue. In addition, since you can broadcast to the entire world, you can increase your ability to attract more customers by allowing more people to participate.
Additionally, if the webinar is live-streamed, it is also possible to communicate with the participants. If you have a webinar tool with a chat function, you can answer questions in text while the seminar progresses.
Another benefit of webinars is that they can significantly reduce costs. There is no need for venue rental costs, setup costs, or transportation and accommodation costs for speakers. Seminar videos that have been created once can be used over and over again, resulting in long-term cost savings.
However, if the content to be distributed includes interviews with experts or celebrities, it may be distributed from a studio equipped with distribution equipment.
Benefits for participants
You can participate from home as long as you have an internet connection and a device such as a computer or smartphone. Even if you live in a rural area or don’t have time to go to a venue, it’s no problem if it’s a webinar.
Another advantage is that there is no financial burden as there are no transportation costs. Also, if it is a recorded distribution type, it can be used without time restrictions, making it even easier to participate.
With a live-streamed webinar, it will be easier to ask questions than with an on-site seminar. You can freely ask what you are interested in without worrying about other participants.
Disadvantages of webinars
Webinars have many advantages, but there are also some disadvantages. We will introduce the disadvantages for the management side and the participants side, and countermeasures that can be considered.
Disadvantages for management
You will need to set up the internet environment necessary for distribution. Please be aware that if there is a problem with the internet environment, participants will be more likely to leave. By rehearsing carefully, you will be able to notice problems more easily, but if you are still unsure, consider using recorded content.
Another disadvantage is that it is difficult to see the faces of the participants. Since you do not know how the participants are reacting, there is a possibility that the seminar will proceed without the participants understanding. After the webinar, conduct a survey and use it to create more satisfying content.
Disadvantages for participants
If your internet connection is insufficient, you may not be able to participate in the webinar. For example, you may experience problems such as not being able to watch or ask questions in areas where the radio waves are unstable.
Webinars often include demo videos. Please check whether you can view the demo video before the webinar starts, and contact the organizer as soon as possible if you have any problems.
Points to note when holding a webinar
In order to host a successful webinar, there are several points that organizers should keep in mind. In addition, participants can participate in the webinar even better by observing proper etiquette. Let’s take a look at the precautions for each.
Things to be careful of on the management side
Operators should pay attention to the following points:
Setting up the delivery environment is extremely important. Distorted video or audio problems can cause stress for participants and may even lead to them leaving the seminar.
In addition to choosing a high-quality and stable streaming service, it is also important to check in advance that the equipment used during the webinar, such as microphones and web cameras, is working properly. Also, check your internet connection speed.
By ensuring a speed of at least 10Mbps, you will be able to achieve stable distribution. It is difficult to ensure stability with wireless, so we recommend using a wired connection for Internet communication if possible.
Participant precautions
Participants also need to make sure that their internet environment is sufficient to participate in the webinar. The communication speed required to watch videos in standard image quality is approximately 10Mbps. Use an online speed checker to check whether you can secure your connection speed.
Also, when viewing on a mobile device such as a smartphone, check whether the battery level is sufficient. When in doubt, use a computer that is plugged into an outlet.
Webinar delivery pattern
There are two types of webinars:
We will introduce the advantages and precautions for each.
Real-time delivery
With real-time streaming, participants can only view the broadcast at the time it was broadcast, so there is a risk that participants will miss it. Also, for the management side, there is a risk that the video may be distorted due to the inability to modify or edit or malfunction of communication equipment, so please be careful.
However, the advantage of real-time streaming is that it allows for two-way communication, making it possible to provide seminars that are highly satisfying to participants. Both the management side and the participants need to use different types depending on the expected benefits and important points.
Recorded distribution
The advantage of the recorded distribution type is that participants can watch it at any time while it is being released, giving participants a high degree of freedom. For the management side, the efficiency of video creation increases as a single broadcast can be viewed as many times as desired.
Another advantage of the recorded distribution type is that it can be corrected and edited. With real-time streaming, there is a possibility of interruptions due to problems, but with recorded streaming, sudden problems are less likely to occur.
Another feature of recorded distribution is that it can be finished on time. In real-time streaming, if there are many questions from participants or problems occur, the delivery time may take longer and participants may drop out.
3 points to consider when choosing a webinar tool
When choosing a webinar tool, keep the following points in mind:
1. What is the maximum number of participants?
2. Does your company have the functions and support you need?
3. How much does it cost to run?
I will explain each point.
1. What is the maximum number of people who can participate?
You can also choose a webinar tool depending on the number of participants. For example, Zoom allows up to 50,000 participants with a webinar contract. With the paid version of Google Meet, up to 500 people can participate, and with streaming streaming, up to 100,000 people can participate. With Teams, up to 1,000 people can participate in the “webinar” function under a paid license agreement, and 10,000 people can participate in the “live event” function that allows streaming events in viewing-only broadcast mode.
As you can see, the number of people who can participate varies greatly depending on the tool. Therefore, first of all, you need to determine which tool is suitable for the seminar you are holding. When holding a large-scale seminar, we recommend choosing a Zoom webinar with the largest number of participants. If you want to hold a small or medium-sized seminar, you can use Google Meet or Teams.
2.Does your company have the necessary functions and support?
Webinars are equipped with various functions. There are tools to attract customers before the event, screen sharing functions and viewer data analysis that are useful on the day of the event, and survey creation support tools to use after the event. Each webinar has different functions, so be sure to check whether the webinar has the functions you need and the overall ease of use before, on, and after the event.
You should also consider the support system of the company providing the webinar tool. Even if a problem occurs during the production, you can rest assured if you have a support environment that can respond immediately. Check in advance what kind of support system is available for each tool.
3.How much does it cost to run?
One thing to keep in mind when using webinar tools is the price. Pricing plans for webinar tools are broadly divided into fixed monthly plans and pay-as-you-go plans. Fixed monthly fees are recommended if you hold webinars frequently, as the fee remains the same no matter how much you use it.
The pay-as-you-go system only charges you for what you use, so it is suitable for people who do not hold webinars frequently or who do not hold seminars regularly. Check out the features of each and choose the price plan that suits your company. Zoom Webinar is said to be easy to use and has a reasonable pricing structure.
Zoom webinars can be used additionally by signing up for a paid plan for “Zoom Meeting” for online meetings. One of the paid plans for “Zoom Meetings” is the pro license, which costs 2,000 yen per month for one host. There will be an additional fee for the Zoom Webinar. The minimum fee for “Zoom Webinar” is 10,700 yen per month for up to 500 participants.
9 Recommended Webinar Tools
Introducing webinar tools that are easy to use and have many users. We will explain the features, functions, and price plans of each, so please use this as a reference when choosing a webinar tool.
1.Zoom webinar
Zoom Webinar is a well-known and easy-to-use webinar tool. Up to 500 people can attend and each session can last up to 30 hours. You can also use marketing automation tools and have an excellent ability to attract customers. The license fee for one year is 92,800 yen.
Reference:
Zoom Webinars
2.YouTube Live
YouTube Live is a webinar tool that does not require usage fees. Additionally, there is no limit to how long content can be stored, so you can watch it anytime. There is a system called “Super Chat” where viewers can donate money, and monetization is also possible.
Reference:
YouTube Live
3.Kokuripo
Kokuripo is a webinar tool that provides comprehensive support from screen sharing to survey creation. Business services with a maximum of 100 users are available from 30,000 yen per month, and enterprise services with a maximum of 300 users are available from 70,000 yen per month. Both services are free for the first month, so you can easily get started.
Reference:
Kokuripo
4.V-CUBE seminar
V-CUBE Seminar is a webinar tool that supports large-scale distribution and allows up to 26,000 people to connect simultaneously. Another feature of this service is that it does not put a burden on participants, as they can participate in seminars without the need for an app. Prices are completely customized and start from 350,000 yen, including delivery staff and studio fees.
Reference:
V-CUBE seminar
5.Microsoft Teams
Microsoft Teams allows online meetings for up to 100 people even with the free plan. However, one session is 60 minutes, so if you have a long seminar, we recommend a paid plan. With paid plans, one session can last up to 24 hours and the maximum number of simultaneous connections can be expanded to 300 people.
Reference:
Microsoft Teams
6. J Stream
J-Stream Equipmedia is a webinar tool that features detailed pricing according to storage capacity and data transfer amount. The Startup plan with storage capacity of 500G, monthly data transfer amount of 300GB, and 50 simultaneous connections is available for 50,000 yen per month, and the Unlimited Live plan with storage capacity of 5,000G, data transfer amount purchased separately, and unlimited number of simultaneous connections is available for starting from 250,000 yen per month. Masu.
Reference:
J Stream
7.Cisco Webex Webinars
Cisco Webex Webinars’ free plan allows you to host webinars of up to 40 minutes and up to 100 people. If you choose a paid plan, you can extend a single session to 24 hours. There are three types of paid plans: Starter, which can accommodate up to 150 people, Business, which can accommodate up to 200 people, and Enterprise, which allows you to customize the number of people. Prices are 1,700 yen and 2,700 yen per month, respectively, and are negotiable.
Reference:
Webex Webinars
8.Nexpro
At Nekupro, you can use webinars starting from 5,000 yen per month. If you also want to implement content marketing centered on webinars, we recommend the standard plan or premium plan, which starts from 48,000 yen per month. You can also use attendance analysis tools to help you implement better webinars.
Reference:
Nekupro
9.Adobe Connect
The webinar tool Adobe Connect offers plans tailored to the size of your meeting. It’s free for small meetings with up to 3 participants, $50 per month for meetings with up to 25 participants, and $130 per month for webinars and learning for 100 to 1,500 participants. Interactive recording is also possible for conferences, webinars, and learning plans.
Reference:
Adobe Connect
How the most famous Zoom webinar works
If you value ease of use, we recommend Zoom webinars. We will introduce the mechanism, how to use it, and the usage procedure.
To hold a Zoom webinar, you must apply for a paid plan.
Zoom (Zoom meeting) is a free service, but Zoom webinars are paid. First, please apply by following the steps below.
1. Apply for a paid membership for Zoom meetings
2. Apply for the paid option for Zoom video webinars by adding add-ons
Instructions for using Zoom webinar
We will introduce the procedure for using Zoom webinars separately for the operator and participants. Participants can basically use it in the same way as a Zoom meeting.
Operator usage procedure
Use in the following order.
1. Click the “Schedule Webinar” button from the administration screen
2. Set the webinar topic, delivery date and time, and complete the schedule
3. After the webinar has finished attracting customers, select “Invitation” from My Webinar and add participants.
4. Add the people you want to invite to the webinar screen as panelists.
Instructions for use by participants
You can participate by simply clicking on the URL sent by the administrator. Basically, you don’t need a Zoom account, but if the administrator instructs you to do so, you can create an account by entering your email address.
During the webinar, only the organizer and panelists will be on screen. Participants will not be visible on the screen, so you can easily participate.
Key points for holding a webinar that leads to business negotiations
Before the actual webinar, rehearse with all the seminar speakers. If possible, we will conduct rehearsals one week in advance, as we cannot deal with any problems right before the event date.
You won’t know the time allocation for the seminar or the timing of shifts until you actually try it. Confirm it during rehearsals, and then verify and improve it so that it can proceed more smoothly during the actual performance.
It is also necessary to record the seminar content and verify if there are any areas for improvement. The success or failure of a webinar is determined by the reactions of participants. Look at the participants’ perspective and check to see if there are any problems. It is also necessary to check the sound quality and image quality, the loudness and speed of the speaker’s voice, and the ease of viewing the materials.
A webinar cannot be held without equipment. Choose a webinar service that has a support system in place so that if there is a problem with the equipment during the broadcast, it can be dealt with immediately. In preparation for sudden problems, it is important to check the support details in advance.
The following material provides a detailed summary of tips for webinars that lead to business negotiations. Please feel free to download and use it.
Corporate webinar usage examples
Many companies use webinars. For example, a company that operates a recruitment media can cut costs and increase the number of participating companies by holding job information sessions as webinars.
Additionally, an experimental equipment manufacturer has been able to increase the number of participants by streaming seminars for research and development engineers in real time. Many R&D researchers found it easier to participate than face-to-face seminars, and they were able to provide information more actively and globally.
Host a webinar to attract potential customers
A webinar is an online seminar. This time, we explained the purpose and procedures for holding a webinar, including the perspectives of the organizers and participants.
Additionally, by using the webinar tools introduced this time, anyone can easily hold a seminar anywhere. Since each tool has different advantages and disadvantages, why not start by identifying the functions and budgets you need for your company and considering a good tool?