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Ways to Share Google Calendar Events for Your Webinars

Do you host online webinars, presentations or events?

Isn't it a bummer when people don't come because they didn't remember? I'm sure your event participants are just like me -- where it is MUCH more likely for them to attend an event if it is on their calendar!

You put a lot of time and energy into planning and organizing your events, so let's make sure that everyone that registers has an easy way to add your event to their calendar! This blog post reviews three easy ways for you to send calendar invites to people that sign up for your events.

  • Approach 1: Use a Calendar Booking Service
  • Approach 2:  Use the Eventable Form
  • Approach 3: Add a Google Calendar to your marketing emails

Approach 1: Use a Calendar Booking Service

If you use a calendar booking service (like Acuity Scheduling, or Book Like a Boss or Calendly), you can use it facilitate your online event registration. I've reviewed some of the amazing benefits of calendar booking tools in this blog post. When you use one of these tools, your event attendees will receive a calendar invite and you will be notified of their RSVP.

Approach 2: Use the Eventable Form

Use the free Eventable form. I've never tried this one myself, but it looks like it may be an easy option to use!

Approach 3: Add a Google Calendar

If you don't want to use a calendar booking tool for event registration, you can include a Google Calendar link directly within your marketing emails follow-up emails or websites for your event. The event invite will remind your event participants of the date, time, and how to join in on your online event!

Here are the steps:

Step 1: Create a new calendar in your Google Calendar account

Open Google Calendar in a new browser window. You'll need to be logged into your Google account.

You'll need a PUBLIC Google Calendar in order to make the link work. You can have multiple calendars within your Google Calendar account. If you already have a public calendar within your Google Calendar, you can jump down to Step 3.

If you don't already have a public calendar in your Google Calendar account, you can create a new calendar, by clicking the + (plus) sign next to "Other Calendars" in your account and selecting "Create a new calendar".

Enter in a name (and description) for your calendar and click the blue "Create Calendar" button.

After you click the "Create calendar" button, there will be a dialog box at the bottom with a link to "configure" the calendar (pictured below). Click the "Configure" link to continue.

If you miss the configure button, you can go to this link and click the calendar you created on the left side.

Step 2: Make that calendar public

Now that you have a new calendar, you need to make it public. Click the "Make available to public" checkbox.

Read the warning message and then, if you agree, click "OK".

Step 3: Create an Event (on that new Public Calendar)

If you have your event saved in your Google Calendar (and are happy to share that event with your webinar registrants), make sure to switch the event to your public calendar -- then you can jump to Step 4 below.

If you don't already have the calendar event created, you can click here to start a new calendar event. Alternatively, click the "Create" button on the top left side of the screen, and then click "More Options". A new event window should open. This should take you to the same page as the link above.

Step 4: Add Your Event Details

This is a photo of the event details page from top to bottom (check out my tips for each section under the photo).

  • Title

Tips: Use consistent naming on your website, marketing emails, and in the calendar event. It may be helpful to also include your name or your business name in the title.

  • Date & Time

Tips: Remember to include the time zone of the event.

  • Location

Tips: Since your event is online, you can include the URL to the webinar or online meeting

  • Notifications (Optional)

Tips: If you want, you can pre-set the reminders event participants will get (via email or alert) as your event is approaching. Use this feature carefully, remember with notifications there is a fine line between helpful and annoying reminders. When the person is adding this event to their calendar they may delete these alerts, so please also make sure to send email reminders via your email marketing tool, like ActiveCampaign.

  • Calendar

IMPORTANT: Make sure this event this is assigned to a public calendar (like the one you created in Steps 1 and 2 above)

  • Description

Tips: Here you can include important information about your event and perhaps a link to the landing page and how your participants can connect with you on social media, learn more about your business, or share this event with friends. You can also include the event agenda or how someone should contact you if they have questions.

Step 5: Save Event to your Calendar

Click "Save" to save your event to your calendar. You MUST save the event before you can continue.

Step 6: Publish Your Event

Find the event on your calendar, open it, and click on "More Actions" and then "Publish Event".

A pop-up will appear with (1) an embed code and (2) a link you can easily copy and paste into emails or on websites.

Step 7: Use the Event Link

Now you are ready to add that link to your emails or websites! When someone clicks the link they will be able to add the event to their calendar!

Yay! Now you have three easy ways to give your participants a calendar invite for your online webinar!

I hope that this is helpful and you have more people attending your online events, presentations, and webinars! If you have questions about how to use Google Calendar invites in your emails, or need help to customize the instructions for your business, I recommend you book a Tech Talk with Ada.

photo of Ada Barlatt, Ph.D., P. Eng.
Author : Ada Barlatt, Ph.D., P. Eng.
Hi there! My name is Dr. Ada, and I'm your cheerful OperationsAlly! Since 2016, I've been helping small business owners use technology and automation to save time and boost their business revenues. If you feel overwhelmed, confused, or intimidated by the idea and process of automating your emails - I am here for you! Learn more about Ada.


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