How to Be a Guest on a Webinar: 8 Steps to Prepare and Shine

Photo: Rodrigo Rodrigues | WOLF Λ R T on Unsplash

To be a great guest on a webinar, find out the format and audience in advance, agree two or three clear takeaways with the host, test your tech, and plan one useful action for viewers at the end. A webinar is a live room of people who chose to turn up, so your job is to be clear, practical and easy to follow. This guide walks you through eight steps, from the first yes to the follow-up.

What being a webinar guest involves

A webinar guest is someone a host invites to speak, be interviewed or share a short session in front of a live or recorded online audience. You might be a coach, consultant, business owner, author or expert with something useful to teach. Some webinars are a relaxed conversation, while others are closer to a presentation with questions at the end.

The difference from a standard recorded interview is the audience. Viewers can often type questions in a chat box, they expect to learn something they can use that day, and many will leave if the first few minutes drift. That is good news for you, because a clear, generous guest is memorable.

Step 1: Ask about format and audience

Before you say yes, get the basics in writing. Hosts are usually glad to share them, and your answers shape everything that follows.

• Format: a one-to-one interview, a panel, or a presentation with slides?
• Length: how long is the whole session, and how long is your part?
• Audience: who is attending, and what do they already know?
• Live or recorded: will there be a replay, and where will it be shared?
• Platform: which software will be used, and do you need to download anything?

If you are still looking for webinars and interview shows to join, the free Guest & Host Directory lets you search by topic and see up front whether an interview is free or paid.

Step 2: Agree your key takeaways

The most useful preparation question is simple: what should viewers be able to do after watching? Aim for two or three takeaways, not ten. Send them to the host in a short message so you are both aiming at the same target.

It also helps to ask the host what they would like to avoid. Some hosts do not want a hard sell, and others want you to share a free resource. Knowing this stops awkward surprises on the day.

Step 3: Send a short bio and intro

Hosts introduce guests in the first minute, and a long, rambling bio wastes it. Write three or four sentences covering who you help, what you do and one reason to listen to you today. Put it in the third person so the host can read it aloud, and include your website and social links so they can share them.

If you have not written one before, our guide on writing a guest bio that hosts say yes to works just as well for webinars as it does for shows.

Step 4: Plan your talking points

Do not write a script, because reading aloud sounds flat on a live call. Instead, build a simple outline for each takeaway:

1. A one-sentence point you want to make.
2. A short example or story from your own work.
3. One practical step the viewer can try.

Keep each point to about two minutes. If the session is live, expect the conversation to wander, so know which point you would drop if time runs short.

Step 5: Prepare slides only if needed

If you are asked to share slides, keep them simple. One idea per slide, large text, and very few words. Slides should support what you say, not repeat it.

• Use a plain background and a font large enough to read on a small laptop screen.
• Avoid small charts and dense tables, which are hard to read on a webinar.
• Send the file to the host a day early in case they need to load it for you.
• Keep a copy on your own device and know how to share your screen.

Step 6: Set up your tech and space

Do a short test at least a day before, using the same device and connection you will use on the day. Join the platform, check your microphone and camera, and make sure your name displays correctly.

Sound and camera basics

Good sound matters more than a fancy camera. A wired headset or a simple external microphone is usually clearer than laptop speakers. Place your camera at eye level, face a window or soft lamp so your face is lit from the front, and close other apps that might ping or slow your connection. Our tips on looking good on camera as a guest cover this in more detail.

Handle the time zone

Webinars often draw people from several countries, so double-check the start time in your own time zone. A quick message such as "Just confirming that 10am Adelaide time is the correct start" prevents the classic mix-up.

Step 7: Deliver on the day

Join ten to fifteen minutes early so the host can run a quick sound check and brief you. Have water nearby, silence your phone and keep your notes to a single page.

During the session:

• Answer the question first, then add your story or detail.
• Speak a little slower than usual, because live audio can lag.
• Look at the camera lens when you want to connect with viewers.
• Read the chat when the host points it out, and answer questions by name.
• Finish with one clear action for viewers, such as downloading a resource or visiting your site.

If you stumble or your connection drops for a moment, carry on calmly. Live audiences are forgiving when you stay relaxed, and a short apology is plenty.

Much of this overlaps with preparing for other formats, so if you also take on broadcast work, see our guide to preparing for a TV interview as a guest.

Step 8: Follow up and promote

The work does not end when the host clicks stop. Within a day, send a thank-you message and ask when the replay will be available. Then share it with your own audience, adding a line about what viewers will learn rather than just posting a link.

• Share the replay link on your social profiles and in your email newsletter.
• Tag the host so they can reshare it.
• Answer any questions that were left unanswered in the chat.
• Ask whether the host would like you back for a follow-up session.

Our checklist on what to do after your interview goes live has more ideas that apply to webinar replays too.

How Guest Booking System helps webinar guests

Guest Booking System is built for show hosts and the guests they invite, including hosts who run interview-style webinars. Guests get a free guest account, and you can list yourself in the free directory so hosts can find you by topic. When you apply to a host, they review your application, which asks for your topic, a short bio, your website and social links, and approve it before you pick a time. Open times are shown in your own time zone, and you and the host can message each other inside the system. A single dashboard shows every application and its status, so nothing gets lost. You can read the guest guide to see how it works.

Frequently asked questions

How long should I prepare to be a guest on a webinar?

For most guests, one to two hours is plenty: about thirty minutes to plan takeaways and talking points, thirty minutes for slides if needed, and a tech test the day before. Longer sessions or panels may need more.

Should I use slides as a webinar guest?

Only if the host asks or your topic needs visuals. In a conversation-style session, slides can get in the way. If you do use them, keep them simple and send them in advance.

Can I promote my business on a webinar?

Yes, gently. Lead with value, then mention your offer or resource once, usually near the end. Check with the host beforehand, as some prefer you share a free resource rather than a direct sales message.

Ready to get booked as a guest?

Browse hosts in the Guest & Host Directory, create your free guest account at guestbookingsystem.com/auth/signup, and start applying to shows and webinars that suit your message. You can also learn more at Guest Booking System.