Organizing a Professional Webinar with kMeet

Webinars have become essential: training, product presentations, client events, conferences. kMeet, Infomaniak\'s video conferencing tool, lets you organize them easily, with no software to install on the participant side and Swiss hosting as a bonus.

Discover kMeet

kMeet for Webinars: The Basics

kMeet is based on Jitsi Meet, a proven open source technology. It allows video meetings with up to 100 participants, with no installation required on the guest side: a simple link is all it takes.

What kMeet Can Do

Video meetings with up to 100 participants
Screen sharing (presentations, demos)
Chat during the meeting
Session recording
Collaborative whiteboard
Hand raising and reactions
Security: password, waiting room

What kMeet Does Not Do (Natively)

Participant registration (manage separately)
Dedicated landing page (use your website)
Advanced polls (use a third-party tool)
Broadcast-mode webinar (all participants can enable their camera)

kMeet is ideal for interactive, moderate-sized webinars, less so for 500-person broadcast-style conferences.

Preparing Your Webinar

1. Define the Format

What type of webinar are you organizing?

Training: One trainer, participants who can interact
Product presentation: Demo with Q&A at the end
Panel discussion: Multiple speakers in conversation
Q&A: Question-and-answer session

The format determines your needs: screen sharing, microphone management, duration.

2. Create the kMeet Meeting

In kSuite or at meet.infomaniak.com:

Click "New Meeting"
Give it a clear name (e.g., "Webinar - Product Updates May 2026")
Configure security options (password recommended)
Copy the meeting link

3. Manage Registrations

kMeet doesn\'t handle registrations. Use a complementary tool:

Google Forms or Tally for a simple form
Eventbrite for a public event
Your CRM to integrate registrants into your database

Send the kMeet link only to registrants, ideally in the confirmation email.

4. Prepare Your Presentation

For screen sharing:

Prepare your slides in 16:9 format (best rendering)
Close unnecessary applications and tabs
Disable notifications
Test screen sharing before the day

Technical Tip

For smooth screen sharing, share the presentation tab or window, not your entire screen. This prevents accidental leaks (emails, messages) and improves quality.

The Big Day: Hosting the Webinar

Before It Starts

Connect 15 minutes early
Check your camera, microphone, and lighting
Test screen sharing
Enable the waiting room if you want to control entry
Prepare your water and notes

Welcoming Participants

Greet people as they arrive
Remind them of the rules: microphones muted, questions in the chat or at the end
Present the agenda and expected duration

During the Presentation

Keep a dynamic pace (change slides regularly)
Look at the camera, not your slides
Monitor the chat for questions
Take breaks to interact

Managing Participants

As moderator, you can:

Mute a disruptive participant
Give someone the floor
Remove a participant if necessary
Manage the waiting room

Q&A Session

Reserve time for questions (15-20 min out of 1 hour)
Read chat questions aloud before answering
If too many questions, offer email follow-up

Recording the Webinar

kMeet lets you record the session. Useful for:

Sending the replay to registrants
Sharing with those who couldn\'t attend
Creating content (clips, testimonials)

How to Record

During the meeting, click "More options" → "Record"
Recording starts (an indicator is visible to all)
At the end, stop the recording
The file is generated and available for download

Informing Participants

Out of GDPR compliance, inform participants that the session is being recorded. Mention it in the invitation and at the start of the webinar.

After the Webinar

Sending the Replay

Send the recording to registrants within 24-48 hours. You can:

Host it on kDrive with a share link
Upload to YouTube (unlisted) or Vimeo
Embed it on your website

Participant Follow-Up

Leverage the collected data:

Thank-you email with the replay
Satisfaction survey
Meeting proposal for hot prospects
Add to your newsletter

Analysis

Evaluate the performance:

Registered vs attended (participation rate)
Average attendance duration
Questions asked (recurring themes)
Participant feedback

Best Practices for Successful Webinars

Technical

Wired connection > WiFi for the host
Headset with microphone for clean audio
Front-facing lighting (no backlight)
Neutral or blurred background

Content

Ideal duration: 45-60 minutes
Presentation/interaction ratio: 70/30
One key message per webinar
Clear call-to-action at the end

Promotion

Announce 2-3 weeks in advance
Reminder the day before and the morning of
Dedicated landing page
Promote on your social media and newsletter

kMeet Advantage

Unlike Zoom or Teams, kMeet is hosted in Switzerland. For webinars covering sensitive topics or targeting a privacy-conscious audience, this is a differentiating factor.

Conclusion

kMeet is a simple and effective tool for organizing moderate-sized webinars. No need for expensive subscriptions to specialized platforms for occasional events.

The key to success lies less in the tool than in preparation: quality content, effective promotion, dynamic hosting. With good organization, kMeet lets you create professional and engaging online events.

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