The Best Time and Day to Host a Webinar

Hosting a webinar may seem easy, but choosing the best time and day to host a webinar is crucial for its success. With a strong drive to promote your brand, a well-mapped strategy, a stable internet connection and a reliable webinar hosting platform, you can work wonders.

But have you ever considered the convenience of your audience? You might have thought that kicking off the week with a webinar on the first day would be a great way to attract fresh attention, only to realize that your audience isn’t as easy to engage as you hoped. Yes, that’s how we sometimes miss the details. That’s why we’ve decided to shine a spotlight on this matter to help you nail your live and on-demand webinars.

In this blog, we have explored why timing is key to making your webinar a success. Also, you will find a list of the best days and times to engage your audience, along with strategies to connect with them effectively. Time to go deeper!

Why Selecting the Right Webinar Time is Important?

Yes, selecting the best time to host a webinar is as important as the topic you deliver, as it can influence the three major metrics. 

Attendance Rate of Your Attendees 

We can’t choose random hours to host webinars. For example, if you host a webinar at 3 p.m. or around lunch breaks, chances are you’ll have fewer attendees signing in.

So, instead of taking away their leisure hours, connect with them during their productive hours. This will ensure you host webinars at times preferred by your attendees, making it feasible for everyone.

Engagement Level During Webinar 

The main purpose of the webinar is to engage with the audience with webinar tools in the most effective ways, but if you host webinars late in the evening or at the end of the day, there’s a chance they might not engage as actively.

It’s better to build connections when they are fresh and vibrant, which is typically mid-morning or early afternoon.

So, look for their active hours to conduct polls, host Q&A sessions and interact in the chat for feedback, making them feel valued and involved.

The Overall Conversion Rate 

Covering the above two metrics will cover this one as well. If you host a webinar at a time preferred by your attendees and engage with them effectively, there is a higher possibility of conversion.

During audience engagement, if they actively participate, listen and ask questions, the chances are higher that they will take action and convert. Whether that means signing up for a free trial, making a purchase or subscribing to your service, you can celebrate your winning movement.

How to Align  with Industry-Specific Availability

Industries across the world operate on different work schedules and timeframes, so to pitch your business proposals or sales tactics to key stakeholders, you need to avoid hosting webinars at an unideal time.

Let’s take a quick look at the favourable timings for the following industries.

• Marketers: Webinars are the main source to build connection with the audience in real-time. More than 70% of marketers feel that conducting morning webinars is considered 93% more effective than those streamed during evenings.
• Business & Corporate professionals: This category of industry legends stands busy on Monday mornings and Friday afternoons mostly.  You can expect the highest attendance rate of 41.5% on Thursdays and can also consider hosting on Tuesdays and Wednesdays as well.
• Freelancers & Entrepreneurs: Freelancers will make up the majority of the workforce by 2027.  You can rely on them for flexible schedules later in the day.
• Students & educators:   Do you know that  90-minute long webinars have the highest average registrations, especially if you have educational content? In this case, you can focus on hosting webinars in their leisure time like evenings & weekends work the best. 
• International & universal organizations: It is said that the global webinar and virtual event market will generate a turnover of $4.4B in 2025. For hosting webinars on international events, courses, and promotions, it’s better to go with multiple sessions or on-demand webinars to overcome time zone barriers.

Hope this section helps you understand that you’re not just hosting an event; you are building lasting connections, driving conversions and making an impact that lasts. That’s why considering the best time to host a virtual event is essential.

What’s the best day to host a webinar or Virtual Event?

We all want to broaden our webinar reach, and we would have thought about trends, topics and even webinar platforms to host successful webinars, but have you ever considered the best day to host a webinar?

 If not, it is high time you include that research into your marketing strategies before you even think about hosting a webinar. Let me tell you why! 

Why are Monday and Friday not the best days to host a webinar?

What do you mostly do on weekends? You relax, revive and contemplate how to organize and streamline your Monday so that there is no bottleneck on your weekly tasks and monthly targets. 

On Friday most people would be planning about how to plan their weekends or find themselves lined with tasks that they want to close before hoping for a stress-free weekend. 

So the paramount matter to consider before hosting live webinars is to do it on three days in the middle of the week, as it accounts for 77% of the webinar experiences and has the highest attendance rates.  Also, Mondays and Fridays are not considered as people hardly find time to engage as they juggle with other priorities during the beginning or end of the workweek.

Avoid holidays and special occasions

Let’s play a quick Would you rather game:  

• Would you rather open your laptop or take out your mobile phone to book a movie or baseball game on a weekend? 
• Would you rather learn about a product or go shopping with your kids to buy their sports gear on a weekend? 
• Would you rather go to a spa or for a makeover with your best friend or open your laptop to attend a webinar on a marketing strategy? 

Though the choices are ultimately up to the individual, statistically speaking, the majority would prefer to pick the first option rather than the second. So why steal away your audience’s leisure time? so it is always better to focus on the mid days of the week

What is the Best Day of the Week to Schedule a Webinar?

According to a statistical report collected by Orange owl,

If you’re planning to promote your webinar, first focus on selecting days when, as soon as people see your webinar information, they will want to hit the ‘Register Now‘ button instead of checking their calendars. This is one of the successful strategies that most marketers and business people follow.

What’s the Best Time to Host a Webinar for your Target Audience?

No more beating around the bush. So far, we’ve highlighted the days when you shouldn’t host a webinar. Now, here’s an important section that deserves equal attention. 

While we’ve discussed the mandatory days, determining the best time of day to hold a webinar is the real challenge. But don’t worry!  

The consolidated research report on the best time to host a global webinar suggests that the optimal time is between 11 AM and 2 PM in your audience’s primary time zone. 

No matter when you schedule your webinar, considering your audience’s availability, it could still be the wrong time of day for someone in the audience. 

You might also consider 10 AM Pacific Time (1 PM Eastern Time) as a strong alternative, appealing to mid-morning viewers who can join early if they’re working from home or travelling.

 Alternatively, you could run multiple sessions to accommodate audiences across different countries, allowing them to join at their preferred and most comfortable time zone.

How Long Should a Live Webinar Last?

It’s important to keep in mind that:

To ace this equation, try to keep your webinars crisp and engaging.  According to a recent study, in 2025 your webinar should be between 45 to 60 minutes, balancing comprehensive content with audience engagement. 

Mostly aim for a 45-minute presentation, leaving 15 minutes for Q&A. Considering audience feedback and analytical reports, webinars exceeding 60 minutes often experience high attendee drop-off.

How to Cover Multiple Time Zones with your Webinar?

Our world revolves around 24 time zones. To achieve a good webinar attendance rate, you need meticulous planning. But what if I told you that you can cover multiple time zones by hosting live, pre-recorded or promote on-demand webinars?

It’s also commonly noted that mid-day works best because many registrants on the East Coast can tune in around 2 p.m., often after lunch but before the end of the workday. If not, focus on on-demand webinar hosting to allow your audience to access webinars anytime and anywhere.

How to Maximize Your Attendance Rate with Automated Webinars

If you’re curious about hitting the average webinar attendance rate, try a pre-recorded webinar with a perfect script to make it engaging and interactive.

You can set these pre-recorded webinars on an automated recurring schedule or deliver them on demand, ensuring your webinars are available when your customers are, no matter the time zone. To substantiate this

Also, you can try the following methods to expand your webinar reach: 

Analyze Your Data 

Look for a webinar hosting platform that provides analytical reports. Many video marketing platforms today offer webinar hosting packages that generate reports on metrics such as total registrations, impressions, attendee attendance rates and dropout rates, combined with a lead generation section. 

Based on these insights, prepare your next set of webinar content and make it high-performing or repurpose it into social media content with built-in video editors and make the maximum out of it. 

Schedule Smartly 

As we covered the best day and time to host a webinar in the previous session, considering that and analyzing your audience before you schedule a webinar will help you reach the maximum number of attendees with just one simple, smart move.

Just-in-Time & On-Demand Options 

Make sure to include on-demand webinar hosting alongside just-in-time webinars automated webinars. For those who can’t attend during the best day and time, watching it at their preferred time or whenever they visit the recorded webinar page would be much easier. And you wouldn’t want to miss that audience either.

Leverage A/B Testing 

For those who are still not convinced about the different webinar types, try A/B testing. It’s never wrong to check which one works best for you. Try live, on-demand and automated webinars and see how many attendees you acquire for each. Running A/B tests would make you stick to a strong plan that works for you.

Repurpose Content

You can do so many things with your webinar content, and repurposing it opens the door to various promotional channels. Repurpose your webinar by converting your content into bite-sized clips, reels, shorts and multimedia content for maximum visibility and engagement.

Promote Early & Often 

Moreover, promote your webinar at least 3 weeks in advance and keep sending reminders to your registrants to keep them in the loop. Add some interesting facts about the topic you will cover to kindle curiosity, and gather the views and perspectives of your registrants through surveys and polls to make your webinar a big deal.

5 Bonus Tips to Maximize Webinar Attendance 

Well done, fellas! You’ve been doing great so far. If you’ve reached this point in the blog, I would say you have the drive to achieve your goal of B2B webinar hosting! 

So, to pat you on the back, I’m giving you these 5 bonus tips as a token of appreciation for your commitment! 👏

• Send invites and promotional activities to current guests to invite their friends and colleagues.
• Create hype on social media using personalized hashtags and keywords.
• Include CTAs and lead generation forms in the registration form, promo videos and landing page.
• Remind registered guests frequently with emails and messages, including a shareable link to encourage them to invite friends, even last minute.
• Offer rewards for attending your webinars, such as discounts, gift cards, coupons, scratch cards, and more.

Hope you found this bonus section valuable! Now, let’s take it up a notch and make the process even smoother!

Tools & Resources to Schedule Your Webinar

Now that you know what to do and what not to do, here’s the section detailing the webinar tools and resources that will save you time and make you glad you didn’t stop scrolling. 

These handpicked virtual event tools will help you run a webinar with just a few clicks.

1. Online scheduling & video marketing tools 

If you want to create business webinars, get your hands on tools like Zoom Scheduler, ClickUp Calendar, and Zoho’s easy scheduling software. These tools help streamline the entire webinar planning process and allow you to schedule webinars while collaborating with your team.

However, for those who want to prioritize webinar hosting for lead generation and achieve more than just scheduling events, try live webinar hosting platforms like GUDSHO, which is also a video marketing platform, Livestream, WebinarJam, and more. These platforms can help promote your webinars for maximum reach and engagement.

2. Time zone converters

For those who need to reach a global audience, these time zone converters can help you deliver webinar presentations on time. Tools like Time Zone Converter, Time and Date and World Time Buddy can assist you in seamlessly running your webinars across different time zones.

If you don’t want to switch tabs for each of these tools, there are webinar hosting platforms that allow you to select your preferred time zone and webinar recording option. You can use the recording for on-demand purposes or repurposing. These platforms can schedule your webinars in minutes, without any hassle.

3. Social media monitoring tools

When you host a webinar, you can’t rely on luck and intuition. You need a standard webinar benchmark report to analyze your audience and make decisions based on analytical metrics.

There are social media management tools like Buffer, GUDSHO’s Social Blast, Hootsuite, and more that help you easily promote your webinars as posts on major social media platforms like Facebook, Instagram, LinkedIn, YouTube, and X for maximum outreach.

🍻 Cheers to the Journey of Creating Evergreen Webinars

Hope you have found this blog useful in taking your content to great heights. We all miss out on small details and that’s where these blogs save us from falling. Marketers and business legends like you need a strategic push now and then to keep up with webinar trends and industry standards, which will help you reach your destination faster instead of spending too much time on each step of the ladder.

May your next webinar rock the virtual stage and earn the millions of attention it deserves. Ciao!👋