Schedule Webinars That People Actually Attend
Find webinar times when your audience is available
WhenToMeet helps you coordinate webinar schedules with presenters, panelists, and attendees across time zones. Maximize registration and attendance by choosing times that work for your audience with generous free-tier limits.
The Challenge
- ✕Low webinar attendance because the time doesn't work for key audience segments
- ✕Coordinating availability across multiple presenters and panelists
- ✕Managing webinar schedules across different time zones and regions
- ✕Competing with other events or meetings during your chosen webinar slot
- ✕Rescheduling webinars when presenters have conflicts affects marketing and registrations
How WhenToMeet Helps
Maximize Attendance
Poll your audience to find times when the most people can attend. Higher attendance means better engagement and more conversions.
Global Time Zone Support
Webinar attendees around the world? WhenToMeet automatically converts all times to each participant's local zone.
Presenter Coordination
See when all webinar hosts, presenters, and guest speakers are available before announcing the webinar date.
Quick Finalization
Once you identify the optimal time, finalize the webinar and sync it to everyone's calendar in one click.
Avoid Audience Conflicts
Let attendees overlay their calendars while voting, so they choose times when they can genuinely participate.
Key Features
Calendar Integration
Connect presenter and attendee calendars to see real availability and avoid scheduling conflicts with existing commitments.
No Account Required
Potential attendees can vote on webinar times without creating an account—just share the poll link and they're in.
Easy Distribution
Generate poll links and share via email, social media, LinkedIn, or your marketing automation platform.
Voting Notifications
Get notified as votes come in so you can finalize the webinar time when you have enough responses to make a decision.
Buffer Time Management
Add buffer time before webinars for presenter prep and tech checks, and after for Q&A overflow and attendee networking.
Get Started in 3 Steps
Create webinar poll
Propose 3-5 potential webinar times based on your target audience's location and typical work hours. WhenToMeet suggests times that work across time zones.
Audience and presenters vote
Share the poll with potential attendees, presenters, and panelists. They can see their calendar overlay and vote on times they can attend—no signup required.
Finalize and promote
Review voting results to see which time maximizes attendance. Finalize the webinar, sync it to presenter calendars, and announce the date to your audience.
Best Practices for Webinar Scheduling
- ✓Poll your audience at least 3-4 weeks before the ideal webinar date to allow time for promotion
- ✓Propose times across different days of the week and times of day to accommodate various schedules
- ✓For B2B webinars, avoid Monday mornings and Friday afternoons when attendance is typically lower
- ✓Consider time zones carefully—if your audience is global, you may need to run multiple webinar sessions
- ✓Set a response deadline for voting to create urgency and ensure you can finalize in time to promote
- ✓Enable calendar overlay so attendees can avoid proposing times when they have conflicts
- ✓For webinar series, consider polling for all dates upfront to maintain consistency and build audience habits
Frequently Asked Questions
Should I poll presenters or attendees first?+−
Start with presenters and panelists to narrow down times when they're available, then poll your target audience within those options to maximize attendance.
Can I schedule multiple webinar sessions for different time zones?+−
Yes! Create separate polls for different regions (e.g., APAC-friendly, Europe-friendly, Americas-friendly) to accommodate global audiences without requiring anyone to attend at inconvenient hours.
Do attendees need to create an account to vote?+−
No, potential attendees can vote on webinar times without creating an account. This removes friction and increases poll participation.
Can I see who voted for which time?+−
Yes, you can see individual responses, which is helpful for understanding which audience segments prefer which times.
How do I handle last-minute presenter cancellations?+−
Create a new poll with alternative dates and times. The quick voting process means you can reschedule and notify registered attendees within hours.
Can I integrate this with my webinar platform or marketing automation?+−
WhenToMeet syncs finalized webinar times to calendar systems (Google Calendar, Microsoft 365, etc.). You can then integrate those calendars with your webinar platform or manually add the chosen time.
Is there a limit to how many webinar attendees can vote?+−
Group scheduling is completely free with unlimited polls, participants, and time slots. Whether you're hosting an intimate expert roundtable with 10 people or a large community webinar with 500+ potential attendees, WhenToMeet handles groups of any size at no cost.
Can I use this for recurring webinar series?+−
Absolutely. Create polls for individual webinars to schedule an entire webinar series with consistent monthly or weekly times.