The best time to send webinar invites

Timing is everything—especially when you're promoting a webinar. If you’ve ever wondered when to send invites or how many reminders actually work, you’re not alone. At WebinarGeek, we’ve got the data to back up what actually moves the needle.

And the truth? The most successful webinar hosts don’t send just one invite. They’ve got a full plan. In this blog, we’ll break it all down for you:

• The perfect timing for your first invite

• Why follow-up invitations make a huge difference

• How reminder emails impact your attendance rate

• Why it’s never too late to promote your webinar

Let’s dive in 👇

Why your first invite should go out 3 weeks in advance

According to our statistics at WebinarGeek, the best time to send out your first invite is three weeks before your webinar.

Here’s why that matters:

• It gives your audience enough time to read, consider, and register.

• It increases your chances of landing on their calendar.

• It sets the tone early—your webinar feels legit and well-prepared.

So many marketers wait too long to start promoting, but that early bird invite? It's your foundation.

The 3-invite strategy: what top webinar hosts do

Data shows that most high-performing WebinarGeek users send not one but three invitations:

1. 3 weeks before (your first touchpoint)

2. 1.5 weeks before (keeps the momentum going)

3. 3 days before (creates urgency)

Why does this work so well?

People need reminders. Your audience is busy. That mid-funnel nudge at 1.5 weeks keeps your webinar on their radar, and the last-minute one reminds them to commit.

Bonus: With WebinarGeek, automating this email flow is easy. Set it once and let it run in the background.

What about same-day invites? You’ll be surprised.

Here’s something unexpected: 36% of webinar attendees register on the same day as the event. Yep—more than a third wait until the very last minute.

📈 What does that mean for you?
If you send an additional invite on the day of the webinar, you could boost your sign-ups by up to 50%.

Think of it this way:

• Many people wait to see how their schedule shakes out.

• When their 2PM meeting gets canceled? Boom—your webinar suddenly fits.

So even if you think it’s “too late,” it’s really not. In fact, that same-day invite might be your most effective one.

Two reminder emails = higher attendance

You’ve done the hard part—you got people to register. But will they actually show up?

Here’s where reminder emails come in.

Check out this chart based on WebinarGeek’s data:

It clearly shows how attendance rate increases when you send two reminders:

• ✅ 42% show up if you send a reminder more than 24 hours in advance

• ✅ 46% if you send one within 24–1 hour before

• ✅ 39% if you only remind them an hour before the webinar

The sweet spot? A reminder 3 days before, and another on the day itself. This simple step can mean the difference between a half-full room and a full house.

Putting it all together: your winning webinar invite strategy

Here’s your step-by-step game plan with WebinarGeek:

✔️ 3 weeks before

Send the first invite. Make it engaging. Highlight the topic, the value, and the outcome. Let people know why this webinar is worth their time.

✔️ 1.5 weeks before

Send your second invite. Reinforce the benefits and drop a teaser—maybe the speaker lineup or an exclusive insight you’ll cover.

✔️ 3 days before

Time for the third invite. This one should create urgency. Remind them they’ve still got time to join.

✔️ On the day of the event

This is your last call. Let them know they can still join live. It doesn’t need to be long—just a bold reminder with a clear CTA.

✔️ Reminders for registrants

Send two reminders:

• 3 days before

• Morning of the webinar

Automate both in WebinarGeek and you’re set.

Why this matters (and why it works)

This invite strategy isn’t just about pushing emails. It’s about meeting your audience where they are:

• Some plan ahead.

• Some decide last minute.

• Some forget without a nudge.

WebinarGeek makes it easy to set this up and track your success. With smart stats, automated emails, and registration insights, you’ll know exactly what’s working—and what to optimize next time.

Final takeaway: Don't underestimate timing

A single invite won’t cut it. Your audience needs clear, well-timed communication. And guess what? Every invite and reminder boosts your chances of filling that virtual room.

So if you’re planning your next webinar, now you know exactly what to do—and when to do it.

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