Table of Contents
So here’s the state of things with AI right now:
Just two years ago, AI could barely string together a coherent sentence without sounding like a drunk hobo shouting random slurs. Or create a video of Will Smith eating spaghetti… without turning into a Lovecraftian fever dream.
Now? Your biggest competitors are using it to make money while they sleep.
While you’re still manually sending the same old emails or making sales calls to hundreds or even thousands of people, other businesses are leveraging AI to have actual conversations with hundreds or thousands of leads…
…all at the same time.
Now, you don’t need me to tell you how powerful that is for ANY of your marketing funnels.
But I can tell you this: it’s especially effective for promoting webinars.
So yeah, that’s what’s going on in 2025.
And the good news is that you can start implementing these strategies right now!
So unless you like getting left behind by your competitors, continue reading.
Why Traditional Webinar Promotion Is HARD
Before we get into the AI strategies, let’s address the elephant in the room: promoting webinars the usual way (ads, socials, etc.) is becoming increasingly frustrating for a lot of coaches, experts, and business owners. Here’s why:
- Attention spans are shorter than ever. Your audience is bombarded with content 24/7, and generic promotional emails simply don’t cut through the noise anymore.
- The conversion funnel is leaky. Industry data shows that only 40-50% of webinar registrants actually show up live, and of those, only a fraction convert to customers.
- Manual follow-up is impossible at scale. If you’re running webinars regularly, personally following up with every registrant and attendee quickly becomes unsustainable.
- Your competitors are already using AI. While you’re manually engaging with leads, your competitors are using AI to have personalized interactions with thousands of prospects simultaneously.
The result? Your webinar funnel is leaking potential revenue at every stage — from registration to attendance to conversion. It can be soul-crushing to work so hard on delivering a high-quality webinar, only to just barely break even or even lose money on your ROI.
Here’s where AI comes in.
AI can plug these leaks and transform your webinar promotion strategy from a leaky and flimsy faucet to a solid rock-hard pipe that gushes enough money to make Bill Gates blush.
I made that sound a lot sexier than it should, but I think you get the point.
So without further ado, here’s the strategies you need to transform your webinar promotions.
Strategy #1: Database Reactivation with AI ‘Conversations’
We all have them — the “dead leads” cemetery.
People who registered for past webinars but never showed up, or attended but didn’t buy.
Most businesses and even seasoned marketers treat these leads like that gym membership they haven’t used since January 2nd — acknowledging its existence occasionally but never actually doing anything with it…
But what if I told you, these leads were only MOSTLY dead?
See, the fact that they bothered to sign up for your webinar in the first place?
That means they were already interested and warmed up.
So there is a pulse there…
All you need to do is perform some emergency mouth-to-mouth resuscitation!
With AI of course. We don’t condone breaking into peoples’ homes to kiss them.
How AI Database Reactivation Works
AI database reactivation uses conversational AI to reach out to EVERY SINGLE person in your “dead leads” database via WhatsApp or SMS with personalized messages that feel genuinely human.
For instance, we recently used AI to train a ‘sales bot’ to speak just like a human – and integrate it with our CRM system to reach out to our ‘mostly dead’ leads.
Here’s an example conversation:
AI: “Hi John, this is Terence from Radical Marketing. You registered for my webinar on lead generation a few months back but couldn’t make it. Was it the timing that didn’t work for you?”
John: “Yeah, it was during my kid’s soccer practice.”
AI: “Totally understand! Being a dad myself, those schedules can be impossible to work around. I’m running a similar webinar next Thursday at 8pm after most kids are in bed. Would that timing work better for you?”
John: “Actually, that would be perfect.”
AI: “Great! Should I send you the registration link, or would you prefer I just sign you up directly so you don’t have to fill out the form again?”
That doesn’t sound like a bot sending automated beep-boops, does it? It’s an actual, living, breathing conversation!
The cool thing about this is that the AI adapts based on responses, shows empathy, and smoothly guides prospects toward registration or even direct purchase.
Implementation Tips
- Segment your database:
- Break down your “dead leads” into categories like “registered but didn’t attend” and “attended but didn’t buy.”
- Each requires a different conversation flow.
- Think of it as attending a different type of event for each category – you wouldn’t want to barge into a funeral saying “Damnit, John! Why weren’t you at my webinar?!” for example.
- Personalize the outreach:
- Include specific details like the webinar title, date, and any interactions they’ve had with your brand.
- Make them feel seen and heard – like you’ve singled them out.
- Be conversational, not salesy:
- The goal is to restart a relationship, not immediately push for a sale.
- Offer clear value:
- Whether it’s access to a new webinar or a recording of the one they missed, make sure they see the benefit of engaging.
Just by implementing this strategy, you can reactivate your “dead” database in a matter of days. Leads that you had probably written off completely – and now, all of a sudden, are making you money you didn’t know you have!
Strategy #2: Pre-Webinar AI Engagement
You’ve got people registered for your webinar. Great! But how do you ensure they actually show up?
There’s just way too many distractions in the world (meetings, family outings, parties, doomscrolling) so you can’t really blame anyone for having the memory of a goldfish these days.
Email reminders can be effective – but they can get buried in crowded inboxes unless you’re REALLY good at crafting emails.
AI offers a more proactive and personalized approach that’s harder for people to ignore.
How Pre-Webinar AI Engagement Works
AI voice assistants can automatically call registrants before the event to confirm their attendance, remind them of details, collect any needed information, and even resolve scheduling conflicts by offering alternatives.
Here’s how it typically flows:
- Initial contact: The AI calls the registrant 1-2 days before the webinar.
- Friendly confirmation: “Hi Sarah, I’m calling about the webinar on scaling your coaching business that you registered for tomorrow. Just wanted to make sure it’s still on your calendar.”
- Conflict resolution: If Sarah mentions a conflict, the AI can offer solutions like a different session time or a recording.
- Additional data collection: For specialized webinars, the AI can gather information needed for personalization (like birth dates for webinars that focus on Chinese metaphysics).
No matter what Sarah ends up replying, she’s still making conversation – engaging with the AI as if it’s a real person.
And chances are, that little bit of engagement is gonna make her more likely to attend your webinar! Especially if your AI ends up addressing any objections she might have about the event.
Implementation Tips
- Time it right: Schedule calls 24-48 hours before the webinar for optimal impact.
- Keep it conversational: Use a friendly, natural script that doesn’t sound robotic.
- Prepare for common responses: Program the AI to handle typical scenarios like “I forgot” or “I can’t make it anymore.”
- Integrate with your webinar platform: Ensure the AI can update attendance statuses in your CRM or webinar software.
Imagine increasing webinar attendance rates from the industry standard of 30-50% to a staggering 70-80% just by implementing this strategy.
That’s potentially doubling your audience without spending an extra cent on advertising!
Strategy #3: Post-Webinar AI Selling System
We’ve all been there — you deliver what feels like an amazing webinar presentation, clearly explain your offer, overcome objections… and then crickets when it’s time to buy. 🦗
You can address this with a post-webinar follow-up system, which includes things like emails or SMS or some other mass-produced way of reaching out to your audience to remind them of your offer…
…OR you can use AI to effortlessly boost your post-webinar sales!
How Post-Webinar AI Selling Works
After your webinar, an AI-powered system can:
- Analyze attendee engagement during the webinar (questions asked, poll responses, chat comments)
- Create hyper-personalized follow-up sequences that address each prospect’s specific concerns
- Engage in two-way conversations to overcome objections and guide prospects toward purchase
For example:
- If John asked multiple questions about implementation time during the webinar, the AI follows up specifically addressing how quickly he can see results.
- If Maria expressed concern about the price in the chat, the AI focuses on ROI and payment plans in her follow-up.
- If Raj was actively engaged but didn’t purchase, the AI might offer a 1:1 consultation to address his unspoken objections.
This level of personalization at scale is simply impossible with traditional methods.
Well, maybe not impossible… but super HARD.
Imagine if you have hundreds or thousands of attendees. You’d need like a dozen people working over-time just to address every single concern, complaint, or feedback – and then follow-up with sustained, personalized engagement that eventually leads to purchase.
Why do that, when AI can do it all in minutes? And keep doing it, indefinitely, without any breaks in-between?
Implementation Tips
- Segment your audience: Create different follow-up tracks for attendees vs. no-shows, engaged vs. disengaged participants, etc.
- Time your outreach strategically: Send the first follow-up within hours of the webinar ending, while you’re still fresh in their minds.
- Be persistent but not annoying: Program the AI to follow up multiple times but with decreasing frequency.
- Use multiple channels: Combine email, SMS, and chat for a comprehensive approach.
Imagine an AI agent talking to each of your prospects, addressing their INDIVIDUAL objections, and even securing SALES or booking dates on calendars – all while you’re asleep, dreaming of soft, fluffy sheep.
Wouldn’t that be pretty sweet?
The Future of Webinar Promotion Is Already Here
As William Gibson famously said,
“The future is already here — it’s just not evenly distributed.”
Some businesses are already leveraging these AI strategies to dominate their markets, while others are still sending the same tired follow-up emails and wondering why their results keep declining.
The question isn’t whether AI will transform your webinar promotion strategy — that is already happening. The question is whether you’ll be leading the charge or struggling to catch up.
And let me tell you, as someone who had to pivot multiple times throughout his career as a marketer – catching up is a lot harder than staying ahead.
Frequently Asked Questions About Promoting Webinars
How can AI be used for webinar promotion?
AI can be used throughout the entire webinar promotion cycle:
- Before registration: You can analyze your past successful webinars to identify patterns such as demographics, behaviors, and pain points. These patterns tell you exactly the type of customers you should be targeting in your next webinar!
- During registration: You’ve got a database of ‘dead’ leads – people who signed up but didn’t attend your webinar? Hit them up with AI chatbots that converse like real humans in order to address their objections and gently push them towards signing up for your next event./
- Before the webinar: Send customized reminders with AI chatbots – mention specific aspects of the webinar that are relevant to each prospect’s interests/personal history. You can also use chat or voice AI to text/call registrants for confirmation and to address any scheduling conflicts.
- During the webinar: You can use AI as automated moderators to answer basic questions so you can focus on your presentation. You can also use other helpful AI tools like generate real-time transcripts and key point summaries for participants.
- After the webinar: AI chatbots can follow up with personalized messaging based on individual behavior. This allows for natural two-way conversations, which gets you excellent feedback AND potential sales!
AI has revolutionized webinar advertising, moving it from guesswork to a data-driven science. You should totally take advantage of that if you haven’t already.
How do I promote my webinar effectively in 2025?
The most effective webinar promotion strategy in 2025 combines:
- Building an irresistible offer (it solves one specific, painful problem for your audience)
- Nailing your messaging (speak directly to deep fears, pains, and desires)
- Deploying multi-channel promotion (emails, socials, ads, partnerships, etc.)
- Optimizing your registration process (effective, well-optimized landing page)
- Executing pre-webinar engagement (send reminders and pre-webinar content)
- Analyzing and tweaking your funnel (track conversion at every stage and test a LOT)
For a complete blueprint, check out our ultimate guide to marketing high-ticket webinars.
Which AI tools can I use to promote my webinar?
Honestly? There’s way too many out there – and since this is a rapidly evolving field there’s gonna be many, many more.
For now, you can try your hand at any of these AI tools to get the job done:
- Conversica
- Exceed.ai
- Drift Automation
- WATI
- ManyChat
- Reply.io
You’ll also need a way to integrate the AI seamlessly into your CRM system. Zapier, Make (formerly Integromat) and n8n.io are some of the ones that are often thrown around.
When choosing any of these tools, consider whether it can work with your existing CRM and webinar platform, and whether or not it’s easy to use, priced fairly, and is scalable.
How do I set up an AI chatbot for webinar promotion?
Setting up an AI chatbot to promote your webinar doesn’t have to be complicated. Here’s a step-by-step process that works regardless which specific AI tool you use:
- Step 1: Define your chatbot’s purpose. Is it to re-engage past webinar attendees who didn’t buy? Confirm attendance for upcoming webinars? Handle objections after a webinar? All of the above? Each goal requires a different conversation flow, so clarity here saves tons of time later.
- Step 2: Map your customer journey. Sketch out the typical journey your prospects take (Where do they first encounter your webinar? What questions do they typically ask before registering? What objections do they raise after attending? What information do theft need to move forward) – this becomes your conversation blueprint.
- Step 3: Gather your knowledge base. Compile all the information your chatbot will need including FAQs about your webinar, common objections and best responses, details about your offer, case studies and testimonials, and your brand voice and identity.
- Step 4: Select your platform. Choose it based on where your target audience prefers to communicate (WhatsApp? SMS? Email?), your technical comfort level, integration needs, and budget constraints.
- Step 5: Build your conversation flows. Create the actual conversation pathways – basically a script that your AI will follow that will guide your prospects towards purchasing your offer. This is also where you craft the responses for objections.
- Step 6: Add personality and natural language. What separates good bots from bad bots? Personality and style of writing. Make sure that your conversation flows make sense and actually make your AI sound human.
- Step 7: Implement and test before going live. Role-play conversations with team members, get them to ask questions as if they were a potential prospect, and then make the tweaks accordingly.
- Step 8: Launch with a small segment. Don’t blast your entire database at once! Start with a smaller group first, monitor their conversations, and look for common confusion points or dead-ends.
- Step 9: Monitor and optimize. Review the conversation logs frequently, identify and fix any broken or outdated flows, add responses for unanticipated questions, do A/B testing for different approaches, and add more personality into the instructions as you learn what resonates.
- Step 10: Scale and beyond. After proving your concept, you can now expand this system to include your full database and create specialized conversation flows for different segments.
Setting all of this can easily take hours or even days for basic implementation – then another couple of dozen to test and refine the AI chatbot. Perfecting it would probably take weeks or even months if you don’t already have the right skillsets in your team.
The Real Cost of DIY AI Webinar Promotion
While the strategies I’ve outlined are powerful, implementing them yourself is not without challenges:
- Technical complexity: Setting up AI systems requires integration between multiple platforms — your CRM, webinar software, messaging tools, etc.
- Content creation: You’ll need to develop conversation flows, responses to objections, follow-up sequences, and more.
- Ongoing management: AI systems need monitoring and refinement to ensure they’re performing optimally.
- Training time: Your AI needs training to understand your offering and respond appropriately to various scenarios.
- Tool costs: The combined cost of various AI tools can add up quickly.
For many coaches and course creators, the real cost isn’t just financial — it’s the opportunity cost of spending time setting up these systems instead of focusing on creating content and serving clients.
The Smarter, Faster Alternative: Working with Webinar Specialists
If you’re serious about leveraging AI to promote your webinars, working with specialists who already have these systems in place can save you significant time, money, and headaches.
At Radical Marketing, we’ve spent years perfecting our webinar promotion systems, including our proprietary Long Tail Webinar System and Blitzvertising approach that consistently delivers results for coaches and experts.
We’ve generated over 1.5 million leads for clients over the past decade, and our case studies show how we’ve helped clients transform struggling webinars into profit machines.
For example, we helped one client who teaches AI trading go from barely breaking even to achieving a 12.8X return on ad spend by redefining their target audience and optimizing their entire webinar funnel.
Watch the video on how to promote your webinars with A.I
Ready to Promote Your Webinar with AI?
The choice is yours: continue with traditional methods and watch your results slowly decline, attempt to implement these AI strategies yourself, or partner with specialists who already have these systems in place.
If you’re ready to leverage AI to fill your webinars with qualified leads and dramatically increase your conversion rates, let’s talk about how we can help.
