--- name: webinar-planner description: "Plans webinars end-to-end with content outlines, slide structures, promotional email sequences, registration page copy, and post-webinar follow-up, with optional planning pages in Notion and promotional graphics in Canva. Use when a user is hosting a webinar, live workshop, or virtual event and needs the full content and promotional package." allowed-tools: Read Write Glob mcp__claude_ai_Notion__notion-create-pages mcp__claude_ai_Notion__notion-search mcp__claude_ai_Canva__generate-design mcp__claude_ai_Canva__generate-design-structured mcp__claude_ai_Canva__list-brand-kits mcp__claude_ai_Canva__export-design mcp__claude_ai_Canva__get-export-formats mcp__claude_ai_Canva__get-design-thumbnail metadata: author: AI Black Magic version: "1.0" --- # Webinar Planner ## When to Use This Skill Use this skill when you need to: - Plan a live webinar, virtual workshop, or online event from scratch - Build a content outline with slide structure and speaker notes - Write a registration page with headline, benefits, and CTA - Create a promotional email sequence to fill seats before the event - Write a post-webinar follow-up sequence for attendees and no-shows - Optionally create a planning page in Notion and promotional graphics in Canva **DO NOT** use this skill for pre-recorded courses (use course-outline), podcast planning (use podcast-show-notes), in-person event logistics, or standalone email sequences (use email-sequence). --- ## Core Principle EVERY WEBINAR EXISTS TO DELIVER ONE TRANSFORMATIVE IDEA AND ONE CLEAR NEXT STEP — IF THE AUDIENCE CANNOT STATE BOTH IN ONE SENTENCE AFTER ATTENDING, THE WEBINAR FAILED. --- ## Webinar Type Reference | Type | Price | Duration | Pitch | Primary Goal | Best For | |------|-------|----------|-------|--------------|----------| | **Lead Gen** | Free | 60 min | Yes (10 min) | Collect leads, pitch offer | Coaches, consultants, course creators | | **Authority Builder** | Free | 45-60 min | No | Build credibility, grow audience | Thought leaders, agency owners | | **Workshop** | $27-197 | 90 min | Optional upsell | Deliver hands-on outcome | Service providers, educators | | **Product Demo** | Free | 30-45 min | Feature walkthrough | Drive sign-ups or trials | SaaS founders, e-commerce operators | --- ## Phase 1: Strategy Gather all details before building content. Use defaults in parentheses when the user does not specify. 1. **Topic** — what the webinar teaches (ask, no default) 2. **Target audience** — who attends and their problem (ask, no default) 3. **Goal** — leads, sales, authority, or product adoption (ask, no default) 4. **Format** — teaching, demo, panel, or Q&A (teaching) 5. **Webinar type** — lead gen, authority builder, workshop, or product demo (lead gen) 6. **Duration** — 30, 45, 60, or 90 minutes (60 min) 7. **Offer or pitch** — what you sell at the end, if anything (ask for lead gen/workshop) 8. **Date and time** (ask, no default) 9. **Platform** — Zoom, WebinarJam, StreamYard, or other (Zoom) 10. **Speaker name and title** (ask, no default) Present the strategy brief before writing anything: ``` ## Webinar Strategy Brief **Topic:** How to Land Your First 5 Coaching Clients Using LinkedIn **Audience:** New coaches (0-3 clients) who struggle with lead generation **Goal:** Lead generation — pitch group coaching program at end **Format:** Teaching (slides + live examples) **Type:** Lead Gen (free, 60 min, pitch at end) **Offer:** "Client Magnet Accelerator" — 8-week group coaching ($997) **Date/Time:** March 22 at 12:00 PM EST **Platform:** Zoom **Speaker:** Rachel Torres, Certified Business Coach ``` **GATE: Do not proceed to Phase 2 until the user confirms topic, audience, goal, and format.** --- ## Phase 2: Content Build the webinar structure, slide outline, and speaker notes. ### Structure Template (60-Minute Default) | Segment | Time | Duration | Purpose | |---------|------|----------|---------| | Welcome + housekeeping | 0:00-5:00 | 5 min | Greet, set expectations, explain Q&A | | Hook + problem statement | 5:00-10:00 | 5 min | Name the pain, state the promise | | Content block 1 | 10:00-25:00 | 15 min | First teaching point with examples | | Content block 2 | 25:00-40:00 | 15 min | Second teaching point with examples | | Content block 3 | 40:00-50:00 | 10 min | Third teaching point or live demo | | Q&A or Pitch | 50:00-60:00 | 10 min | Questions (authority) or offer (lead gen) | **Duration variants:** 45 min: compress Block 3 and Q&A to 5 min each. 90 min workshop: expand blocks to 20 min, add 10-min exercise after Block 2, extend Q&A to 15 min. ### Slide Outline Default: 18-22 slides for 60 minutes. Create titles with purpose notes for each: - **Slide 1** — Title slide (webinar name, speaker, date) - **Slide 2** — About the speaker (credibility proof in one sentence) - **Slide 3** — Housekeeping (recorded, chat Q&A, stay for bonus) - **Slide 4** — The Problem (name their pain with a specific stat or scenario) - **Slide 5** — The Promise (what they will walk away with) - **Slides 6-9** — Content Block 1 (concept, framework, before/after example, action step) - **Slides 10-13** — Content Block 2 (same structure: concept, framework, example, action) - **Slides 14-16** — Content Block 3 (concept, live demo or case study, key takeaway) - **Slide 17** — Recap (restate all 3 steps in one slide) - **Slide 18** — The Offer (lead gen only: program details, price, enrollment link, attendee bonus) - **Slide 19** — Q&A - **Slide 20** — Thank you + next steps (replay info, free resource download, contact) ### Speaker Notes Write notes for the hook, each block opener, the offer, and the close. 3-5 bullets per slide. Example: ``` SLIDE 4 (The Problem): - Open with: "Raise your hand in chat if you've ever spent an entire week trying to figure out where to find clients instead of actually coaching." - Pause for chat responses — acknowledge a few by name - "That's exactly where I was 3 years ago. Great at coaching. Terrible at getting people to coach." SLIDE 18 (The Offer): - Transition: "Everything I taught today works on its own. But if you want me in your corner building this with you, here's how." - Walk through the 3 biggest benefits (don't read every bullet) - State the price once, clearly — don't apologize for it ``` **GATE: Present the full content outline to the user. Do not proceed to Phase 3 until approved.** --- ## Phase 3: Promote Build the registration page, promo emails, social posts, and optional Canva/Notion assets. ### Registration Page Copy Deliver these elements: - **Headline:** Specific outcome + objection buster in parentheses. Example: "How to Land Your First 5 Coaching Clients Using LinkedIn (Without Cold DMs, Expensive Ads, or Begging for Referrals)" - **Subheadline:** Free/paid label + date + time + speaker name - **3-5 benefit bullets:** Each starts with "The exact..." or "A step-by-step..." — tangible, specific - **Speaker bio:** 2-3 sentences with credibility proof (number of clients, specific result) - **Event details:** Date, time, duration, platform, price, replay availability - **CTA button:** "Save My Spot" (free) or "Reserve My Seat — $XX" (paid) - **Below the fold:** "This is for you if..." (4 bullets) and "This is NOT for you if..." (3 bullets) ### Promotional Email Sequence (3 Emails) **Email 1 — Announcement (7 days before):** - Subject line: personal, lowercase (e.g., "I'm going live on March 22 — you're invited") - Open with the question the webinar answers - 3 bullet benefits matching the registration page - CTA: registration link - P.S.: replay available but live attendees get a bonus **Email 2 — Reminder (1 day before):** - Subject line: urgency + topic (e.g., "tomorrow at noon — your LinkedIn client system") - 3 prep steps (block calendar, open relevant tool, bring notebook) - Include the Zoom/event link directly - P.S.: mention the live-only bonus again **Email 3 — Last Chance (day of, morning):** - Subject line: time-based (e.g., "we're live in 3 hours") - 3 bullet takeaways (not benefits — what they will leave with) - Event link. Keep under 80 words total. Write all emails with real copy matching the strategy brief — never use placeholder text. ### Social Media Promo Posts One post per platform, each native to the format: - **LinkedIn:** Professional, numbered list of what you will cover, CTA to comment or link in comments, no hashtags in first line - **Instagram:** Hook in first line (shows before "more"), conversational, "link in bio," end with "save this post" - **X/Twitter:** Under 280 characters, bold claim + 3 bullet takeaways + "link below" ### Optional: Canva Promotional Graphic If the user requests a graphic: 1. Call `list-brand-kits` to load colors/fonts 2. Generate at 1080x1080 with webinar title, date/time, speaker name, and "Free Live Training" or price badge 3. Preview with `get-design-thumbnail`, get user approval 4. Export as PNG via `get-export-formats` and `export-design` **IF NO BRAND KIT:** Ask for primary color, secondary color, font preference. **IF 3 ATTEMPTS FAIL:** Provide a design spec for manual creation. ### Optional: Notion Planning Page If the user requests a planning page: 1. Call `notion-search` to locate the parent page 2. Call `notion-create-pages` with: strategy brief, slide titles, promo timeline with send dates, run-of-show, and pre/post-event task checklists **IF SEARCH FAILS AFTER 3 ATTEMPTS:** Provide the planning page as markdown for manual paste. **GATE: Present registration page and all promo materials. Do not proceed to Phase 4 until approved.** --- ## Phase 4: Execute ### Run-of-Show Document Create a minute-by-minute timeline. Example for 60-minute lead gen webinar: ``` PRE-SHOW (11:30 AM - 12:00 PM) 11:30 Open room, start recording, test screen share 11:45 Load slides, open demo tabs 11:50 Post "room is open" in chat 11:55 Welcome early joiners 11:58 Final mic/camera check 12:00 START LIVE SHOW 12:00 Welcome + housekeeping (Slides 1-3) 12:05 Hook + problem (Slides 4-5) — ENGAGEMENT: poll or chat question 12:10 Content Block 1 (Slides 6-9) — ENGAGEMENT: "Type your [X] in chat" 12:25 Content Block 2 (Slides 10-13) — ENGAGEMENT: "Which approach resonates?" 12:40 Content Block 3 (Slides 14-16) — ENGAGEMENT: "Has anyone tried this?" 12:50 Recap (Slide 17) — restate all 3 steps in 60 seconds 12:51 Offer (Slide 18) — walk through program, state price, share link 12:56 Q&A (Slide 19) — repeat each question before answering 12:59 Close (Slide 20) — replay info, free resource, thank you 13:00 END — stop recording ``` Include at least 3 engagement prompts (chat questions, polls, hand-raises) spaced every 10-15 minutes. ### Tech Checklist ``` Audio: [ ] Microphone connected and selected in platform settings [ ] Test recording — play back 10 seconds to confirm clarity [ ] Notification sounds silenced on all apps and phone Camera: [ ] Positioned at eye level, lighting on face (not behind) [ ] Background clean or simple virtual background [ ] Preview checked in platform settings Screen Share: [ ] Slide deck on Slide 1, demo tabs open separately [ ] All unrelated tabs and apps closed [ ] Test share — confirm attendees see slides, not desktop Recording: [ ] Cloud or local recording enabled and tested [ ] Backup recording via OBS or QuickTime Backup Plan: [ ] Backup event link ready to email if platform crashes [ ] Mobile hotspot as secondary internet connection [ ] PDF version of slides if screen share fails [ ] Phone dial-in as backup audio Platform Settings: [ ] Attendees muted on entry [ ] Chat enabled for all participants [ ] Waiting room disabled for direct join [ ] Co-host assigned if using a moderator ``` --- ## Phase 5: Follow-Up ### Attendee Emails (3 Emails) **Email 1 — Replay Link (day after):** Subject: "your [topic] replay." Deliver the replay link (available 48 hours), recap the 3 key steps with slide numbers, link to free resource/checklist. **Email 2 — Value Recap + Nudge (day 3):** Subject: "did you try the [highest-impact tactic]?" Highlight the single most actionable step from the webinar, re-explain it briefly, invite them to reply with their result. P.S. with soft offer mention. **Email 3 — Offer Deadline (day 5):** Subject: "enrollment closes [day]." State what is included, the price, the attendee bonus, and the deadline. Close with "if now isn't the right time, no worries" to reduce unsubscribes. ### No-Show Emails (2 Emails) **Email 1 — Replay for No-Shows (day after):** Subject: "you missed it — here's the replay." No guilt. Deliver replay link with timestamps for key sections so they can skip to what matters. **Email 2 — Final Nudge (day 3):** Subject: "quick recap from the training." Summarize the core takeaway in 3 sentences, restate the 3 steps, note replay expiration, mention the offer link. **IMPORTANT:** Write separate emails for attendees and no-shows. Never send the same email to both segments. Write all follow-up emails with real copy matching the webinar content — never use placeholder text. --- ## Example 1: Free Lead-Gen Webinar for a Business Coach **User request:** "I'm a business coach hosting a free webinar called '3 Steps to Land Premium Clients.' Audience is coaches charging under $2,000/project. Pitching my $4,500 group coaching program. April 10 at 2 PM EST on Zoom." **Execution:** 1. **Strategy:** Lead gen webinar, 60 min, pitch at end. Brief confirmed. 2. **Content:** 3 blocks — positioning as premium, the value conversation, the proposal that closes. 20-slide deck. Speaker notes for hook ("What if the problem isn't your skills — it's your price tag?") and offer. 3. **Promote:** Registration page with headline "Stop Trading Hours for Dollars." 3 promo emails with real copy. LinkedIn/Instagram/X posts, each platform-native. 4. **Execute:** Minute-by-minute run-of-show with engagement prompts. Zoom tech checklist. 5. **Follow-up:** Attendee sequence — replay with value conversation recap, "try raising your next proposal by 30%" nudge, enrollment deadline. No-show sequence — replay with timestamps, final recap with offer link. **Delivered:** 20-slide outline, 8 emails, registration page, 3 social posts, run-of-show, tech checklist. --- ## Example 2: Paid Workshop for a Designer **User request:** "I'm running a $97 workshop: 'Build Your Brand Identity in 90 Minutes.' Audience is solopreneurs who can't afford a designer. They leave with a mood board, color palette, and font pairing. March 29 at 10 AM PST on StreamYard. Want a Canva promo graphic and Notion planning page under 'Workshops.'" **Execution:** 1. **Strategy:** Paid workshop, 90 min, hands-on. Optional upsell: full brand package ($2,500). Brief confirmed. 2. **Content:** 3 hands-on blocks with 5-min exercises — mood board, color palette, font pairing. 24-slide deck with before/after brand examples. Soft upsell at close (no hard pitch). 3. **Promote:** Registration page with headline "Stop Looking DIY. Start Looking Pro." Promo emails emphasize tangible deliverables. Social posts highlight "walk away with a real brand." 4. **Canva:** Loaded brand kit, generated 1080x1080 promo graphic with title/date/price/"Hands-On Workshop" badge. Exported PNG after approval. 5. **Notion:** Found "Workshops" page via search. Created planning page with brief, content outline, promo timeline, run-of-show, and checklists. 6. **Execute:** Run-of-show with exercise pause notes. StreamYard tech checklist. 7. **Follow-up:** Attendee emails — materials recap, "show me your brand board" engagement, soft upsell. No-show emails — recording with timestamps, final recap. **Delivered:** 24-slide outline, 8 emails, registration page, 3 social posts, run-of-show, tech checklist, Canva graphic, Notion page. --- ## Pre-Delivery Checklist Run this before delivering. **DO NOT SKIP ANY ITEM.** ``` [ ] Strategy brief confirmed before content was written [ ] Structure matches confirmed duration (30/45/60/90 min) [ ] Slide outline has hook, 3 content blocks, and closing [ ] Speaker notes for hook, block openers, and offer slide [ ] Registration page has headline, benefits, bio, CTA [ ] 3 promo emails with correct timing (7 days, 1 day, day of) [ ] Social posts are platform-native (not copy-pasted) [ ] Run-of-show has minute-by-minute timestamps [ ] Tech checklist covers audio, camera, share, recording, backup [ ] Separate follow-up emails for attendees and no-shows [ ] Offer details consistent across all materials [ ] No placeholder text — all examples use real content [ ] All links labeled clearly (registration, event, replay, offer) ``` --- ## Anti-Patterns - **DO NOT create webinars longer than 90 minutes** — attention drops sharply after 60. Workshops are the only exception, and only with hands-on exercises. - **DO NOT pitch before delivering value** — offers in the first 40 minutes of a 60-minute webinar cause mass drop-off. - **DO NOT skip the follow-up sequence** — 40-60% of registrants no-show. Without follow-up, you lose the majority of your leads. - **DO NOT send the same email to attendees and no-shows** — attendees need a recap, no-shows need timestamps and the replay link. - **DO NOT overload slides with text** — maximum 6 lines per slide. Slides support the speaker, not replace them. - **DO NOT skip engagement prompts** — webinars without chat interaction every 10-15 minutes become lectures with high drop-off. - **DO NOT make registration pages longer than needed** — headline, subheadline, 3-5 bullets, bio, CTA. Save long-form for paid workshops. - **DO NOT skip the tech rehearsal** — audio failures, screen share issues, and recording problems are all preventable. - **DO NOT send the replay immediately** — send it the next day. Instant replays train people to skip your future live events. --- ## Recovery - **User cannot define a topic:** Ask "What question do your clients ask you most often?" That question is the webinar. If still stuck, have them name 3 things they help with — pick the one with broadest appeal. - **User wants to cover too many topics:** Enforce one idea. Ask: "If attendees remember one thing, what should it be?" Cut everything else. Offer to turn extras into future webinars. - **User has no audience to promote to:** Extend the promo timeline from 7 days to 14-21 days. Recommend organic social promotion and joint webinars with someone who has an audience. - **User has never presented live:** Add near-scripts to speaker notes for the hook and transitions. Recommend two full rehearsals. Add a "practice run" task to the run-of-show 48 hours before the event. - **Notion or Canva integration unavailable:** Deliver all content as markdown files with exact specs (dimensions, colors, text). Never block the workflow because an optional integration fails. - **User wants a panel format:** Replace solo content blocks with moderated discussion blocks. Add panelist intros (5 min), talking points per panelist, and directed Q&A in the run-of-show. - **If 3 revision rounds produce no approval:** Stop and reassess. Ask the user to share a webinar they loved as a reference for structure and tone.