Choosing your webinar software for your event

Last modification : 05/13/2024 05:12 PM

Choosing your webinar software for your event

Webinar software: choosing the best tool



Online conferences have become more and more common on the internet to present solutions, innovations, conferences, congresses, seminars, and many other types of events in a digital form for various reasons. Indeed, this event solution allows to answer many problems, but how, why and what are the uses of this type of events? 

What is a webinar event software?



First of all, it is important to better understand the subject of this article and to understand the ins and outs of this subject. So, let's define what a webinar is and what event software is.


The definition of a webinar



A webinar is an online event in which a person or group of people present a topic of interest to a connected audience. Webinars are usually broadcast live over the internet, but can also be recorded and broadcast later.


Video conferences are often used for product presentations, conferences, seminars or business meetings. They can be organized by companies, organizations or individuals and are often free or paid.


They can be followed from anywhere, as long as the participant has an internet connection. They allow participants to ask questions and interact with the speaker and other visitors in real time, which can be very useful to get immediate answers or clarifications.


The description of an event software



Webinar event software is a type of software that allows you to plan, promote and broadcast digital conferences. Webinars are virtual events that are usually live and allow attendees to watch a presentation, ask questions, and interact with the speaker and others in real time. Event software allows you to manage all aspects of planning and hosting your digital conference, including promotion, attendee registration, question and answer management, and live streaming. They can also help you record your digital seminar so people can review it later.

The different forms of webinars possible



There are several forms of webinars, each with its own characteristics and uses. Here are some common examples:


Live: this takes place in real time and allows visitors to ask questions and interact with the speaker and other participants during the presentation.


Offline: This type of event is recorded in advance and broadcast at a predetermined time. Participants can ask questions and interact with the speaker and other participants via live messaging or by leaving comments.


Hybrid: Combines a live presentation with recorded content, allowing participants to watch the presentation live and review the recorded portions later.


Automated: It is recorded in advance and automatically broadcast on a website or streaming platform. Participants can ask questions or use a contact form, but there is no real-time interaction with the speaker.


In a virtual room: For this, the remote conference uses a virtual room platform to allow participants to meet remotely and follow a live or recorded presentation. They can ask questions and interact with the speaker via live chat and content sharing tools.


On-demand: These are presentations that are recorded and made available on a web platform for participants to view at any time. Participants cannot ask questions live, but they can usually send comments or questions in writing.


Live with pre-recorded presentation: These are presentations that combine a live presentation with a pre-recorded presentation. The presenter can present live content and play pre-recorded content during the meeting.


Series: These are multiple webinars organized to cover a topic in depth. Seminars can be broadcast live or recorded and made available on an online platform.


The tools you need for a successful webinar



There are a multitude of tools available to ensure the success of your videoconference. These tools are available in two forms: digital and physical. The utilities, uses, capabilities and renderings will not be the same depending on the elements chosen.




In any case, it is essential to test all the tools deployed before the D-day to be sure of the quality of the material and the platforms chosen.

Digital tools for a successful webinar


Since the webinar is necessarily in digital format, it is important to be able to integrate elements that can perfectly fit your needs. They can take different forms, be included in other tools or be separate, etc.




The functionalities that can be interesting are the streaming, that is to say the possibility of broadcasting the video on the internet, whether it is live or broadcast. This solution allows the public to follow the progress and the elements put forward live and therefore to be able to ask questions. If the event is deferred, then the interaction will not be possible.




The ability to ask questions is a completely different feature, complementary to the webinar and perfectly matching the needs and expectations of the audience and your event project. This question solution can be integrated directly on a platform or on an independent application.


Registrations can also be set up to add people, to have a complete list of people wishing to attend the videoconference and thus to have information and data. These tools can generate registration forms, send confirmation of participation and manage mailing lists.




Also, during a digital conference of this type, it is possible to share screens and thus create more interactivity and exchanges. This is not necessarily possible for all users. Indeed, it is possible to limit the number of guests depending on the platform.



The presentation of the webinar can also vary depending on the broadcast and your needs. Indeed, the presentation can be created with videos or slideshows. For a webcast seminar, the presentation elements can be the same, but interactivity will not be possible.


Succeed with the right tools for your digital conference


For your digital conference, you will need a medium such as a computer or tablet to access the broadcast platforms and/or to host with a camera built into the device.


If you want to broadcast your digital seminar in high quality audio and video, you may need additional equipment such as a professional quality microphone, a professional quality camera and a stable internet connection.



The above mentioned tools can be useful, whether you want to broadcast live or not. For it to work well live, you need to make sure that the equipment is well calibrated and that there is no lag between the image and the sound.

Solutions for your webinar event


As previously stated, it is important to choose your main tool: the broadcasting medium. This choice is crucial for you, your participants and the quality of your webinar. There are 3 possibilities with their advantages and disadvantages. 


Digital live streaming platforms


It is important to choose a live streaming software that suits your needs based on your budget and functionality requirements. It is also important to familiarize yourself with the live streaming requirements of the streaming platform you are using before choosing a live streaming software.


This type of software allows you to broadcast your webinar live over the internet. There are many options, such as YouTube Live, Facebook Live, Twitch and GoToWebinar.


These platforms can be easy to use, have live chat functionality, automatically save the videos and thus make them available on your account.


However, you will be limited in time, you will have delays in broadcasting which can be very annoying for you and for the viewers who may lose interest as a result and the broadcasting rules are strict on these platforms. These disadvantages are often admitted by many users.


The possibilities of virtual rooms


A virtual room platform is an online tool that allows you to create and manage virtual meeting rooms to hold meetings, seminars, conferences or classes. Virtual rooms can be used to communicate with colleagues, clients, or students using features such as screen sharing, real-time chat, and the ability to ask live questions.


These platforms allow you to create a virtual room where participants can meet and follow a presentation. They usually offer live chat, content sharing and collaboration tools. The software can be Google Meet, Microsoft Teams, Skype for Business.


The tools listed are well known, and are easy to use, with some interesting features like live questions or screen sharing. 


However, they have time limits. Lives are limited in time, and can't last as long as you want. Also, the features don't allow for performance tracking, so you won't have any feedback to develop areas for improvement.

The webinar app solution


There are applications and web applications specialized in online seminars and conferences to best suit your needs and those of your audience.


This allows you to have bug-free, functional and optimized features for the good realization of your event. They are adapted to all types of events, whether it is for the physical part or the digital part.


The Imagina application allows to centralize all the parties, all the information and to see the participation statistics with the possibility to have a detailed report and an access to all the data. 


It offers interactive solutions such as asking questions, proposing surveys, sending documents, sending notifications to participants, setting up a word cloud, and many others.


In addition to that, the centralization is total since the Imagina application also allows you to set up a paid ticketing system or the possibility to register for your videoconference for free.


The access to this platform is possible from all types of digital supports, whether it is by computer, by tablet or by smartphone.


Moreover, a project manager will accompany you during the implementation and can integrate all the features and information for you.


The different uses of a webinar software



A webinar platform can address many issues and can have many uses while correlating with your needs. It is important to consider the different advantages to know if this form of event management is right for you.


Hold remote meetings


With webinar software, team members can meet regardless of their location. This can be especially useful for companies that have employees working remotely or have branches in multiple countries.


By using a video conference to hold a remote meeting, you can ensure that all participants are involved and informed, even if they are not all in the same room. This can be especially useful for geographically dispersed work teams or for people with busy schedules.


Provide online collaboration features


Webinar software often offers collaboration features such as screen sharing, live chat, and the ability to ask questions live. This allows collaborators to work together more effectively and engage with the presentation content.




There are a multitude of modules for interaction to meet all the needs of your participants, such as:


Live Chat: this feature allows participants to ask questions and chat in real time with the speaker and other participants.


Content sharing: This allows you to share content in real time, such as slides, documents or links to resources.


Recording and replay: This feature allows participants to review the digital seminar at a later time.


Voting and polling tools: This feature allows participants to vote or take polls in real time during the webinar.


Broadcasting live content on the platform


Webinars can be very useful for delivering live content. First, they allow attendees to watch a presentation in real time, which can be especially handy for topics that are fast-moving or constantly updating.


In addition, live webinars allow participants to ask questions and interact with the speaker and other participants in real time, which can be very helpful in getting immediate answers or clarifications.


Finally, live webinars can be used to build community and connect with participants. For example, a speaker can use a live digital conference to discuss topics of interest with a passionate audience, exchanging ideas and insights.


Track the performance of my online webinar solution


By analyzing the statistics, you have the ability to evaluate the quality of the presentation and understand what worked and what didn't. This allows you to determine what needs to be improved for future digital seminars.


By knowing the feedback, you can also identify issues that may have affected the audience's experience, such as broadcast delays or audio quality issues. By resolving these issues, you can improve the audience experience for future webinars.


By analyzing the results, you have the opportunity to evaluate the effectiveness of your marketing strategy to promote the event and attract a target audience. This allows you to determine if you are meeting your marketing goals and decide how to improve your strategy for future events.


By learning about the performance of your videoconference, you are able to make informed decisions about how to structure and promote future videoconferences. For example, you can determine if you need to change the content of your presentation or if you need to use different platforms to broadcast your event.


Replay live conferences for those who can't attend


Webinars can be particularly useful for people who can't be physically present. With live or recorded streaming, participants can watch the presentation from anywhere, as long as they have an internet connection. This can be especially convenient for people who travel frequently or live in a remote area.


In addition, online conferences can be recorded and replayed at a later time, allowing participants who were unable to attend the live event to review it at their convenience. This can be especially helpful for those with busy schedules or who missed the day for whatever reason.


Finally, webinars allow participants to ask questions and interact with the speaker and other participants in real time, which can be beneficial for those who have questions or comments during the presentation.


All the keys to a successful webinar


It is essential to understand your needs and those of your audience in order to choose the most appropriate webinar software. It is important to take into account the stakes, the means and the environment, and many other elements presented in the white paper available at the bottom of this page to organize an event as you wish.


Platforms have significant disparities and interaction models are limited on many of them. That's why platforms and applications, like Imagina's, have been created.


The goal is to be able to offer you a broadcasting means adapted to what you are looking for with complete functionalities, studied for events such as yours and adaptable to all the conditions of your event.


Most asked questions about online webinar software 


What are the best webinar software for businesses?


There are many webinar software for businesses, such as Zoom, GoToWebinar, WebinarJam, and Webikeo, each offering different packages with unique features and pricing. So it's important to compare the different webinar offerings to find the one that best suits your needs and budget.


What are the rates for the different webinar offerings, such as GoToWebinar, Webikeo, and WebinarJam?


Pricing for the different webinar offerings varies depending on the software and the features included. It is important to check the rates for each software and compare them to find the one that best suits your needs and budget, taking into account user reviews.

How can webinar software, such as Livestorm, improve participant engagement?


Webinar software such as Livestorm can improve participant engagement by offering features such as polls, quizzes, and live chats. Interactive features can help keep participants' attention and encourage them to participate further.


What are the benefits of using webinars for business marketing?


Webinars can be an effective tool for corporate marketing by communicating directly with customers and prospects, creating sales opportunities, and improving brand awareness. It is important to choose a plan that is tailored to the needs of the business.


What are the best plans for webinars, like Zoom, Webex, and ClickMeeting?


The best plans for webinars depend on your specific needs in terms of number of attendees, features, and budget. It's important to compare the different plans offered by software like Zoom, Webex, and ClickMeeting to find the one that best suits your needs and user reviews. The best thing to do is to check the prices of the different offers directly on the providers' websites.


How can integrations with other tools, such as Zoom, improve webinars?


Integrations with other tools such as Zoom can enhance webinars by allowing users to schedule and manage webinars directly from their calendar, share files, and collaborate remotely.


What are the recording options for webinars, and how can they be used to maximize their impact?


Recording options for webinars can include the ability to save the video for later playback, allow visitors to download the video, and stream the video live on social networks. It's important to choose the recording options that best suit your needs and your target audience.


What are the best tools for webinar surveys?


There are many tools for webinar surveys, such as SurveyMonkey, Typeform, and Google Forms. It is important to choose a tool that suits your needs in terms of functionality and compatibility. It's also important to check user reviews to see which options are best.


What is the free version of webinar software, like Livestorm, and what features are included?


The free version of webinar software, like Livestorm, can vary depending on the software. It is important to check the features included in the free version to see if it is right for your needs. It is also important to check user reviews to see what features are included in the free version.




How can videos be used to optimize webinars and increase participant engagement?


Videos can be used to optimize webinars by allowing you to view presenters and slides, using images and video clips to illustrate key points, and allowing you to ask questions live via video chat. Videos can also be used to increase participant engagement by encouraging them to share their own video content or take video polls.


Looking for a video conferencing solution? Feel free to schedule a meeting with one of our experts.


Nolwenn Perquis

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