How to run a webinar on Google Meet

Before you send the invitation, decide how many people need to speak and how many will mainly watch. That choice affects the Google Meet setup, the link you send and the work your moderator needs to do.

1. Choose a meeting or a live stream

Use a Meet meeting for a workshop, training session or discussion where guests need to speak or share their screens. Check the edition of the account that will organise the event. Google lists meeting limits of 100 for Business Starter, 150 for Business Standard and 500 for Business Plus. Count your hosts and speakers when planning capacity. Check features such as co-hosts, recording, polls, Q&A and attendance separately. Google’s Meet comparison for Business editions

For a presentation with a small speaker group and a larger audience, consider live streaming. Check whether the host’s edition and admin settings support it, and whether the intended viewers are eligible. For a standard Meet live stream, viewing is limited to your organisation and any trusted Workspace domains your admin allows. If the audience includes customers or the public, test the viewing route with a representative external account before sending invitations. Keep the speaker and viewer links separate. Google’s live streaming and viewer access guide

2. Give guests one clear way to join

Put the correct join link near the top of the invitation. Include the date, time zone, agenda, expected finish time and a contact for joining problems. Tell guests how they can ask questions and whether you plan to record. For an external audience, have someone outside your organisation open the invitation and join under the conditions you expect on the day. Google’s meeting access and scheduling guide

3. Give moderation to a second person

Let the presenter focus on delivery. Ask a moderator to handle late arrivals, collect questions, watch the clock and tell the presenter if audio or slides stop reaching the audience. Turn on Host management and assign co-host access where your edition supports it. During rehearsal, confirm who can admit guests, share their screen and start the recording or stream. Google’s host controls · Google’s co-host eligibility and setup

4. Rehearse from the audience’s side

Run the opening, a slide handover, one audience question and the close. Have your moderator join from a separate device or browser session and report what guests can see and hear. If you have two screens, keep the presentation on one and the Meet controls and presenter notes on the other. With one screen, rehearse sharing the presentation window while keeping notes private. Keep a copy of the slides with the moderator in case the presenter drops out.

5. Decide who gets the replay

If you need a recording, confirm that the organiser’s edition supports it, the administrator has enabled it, the designated person can start it and there is space in Drive. Assign someone to review the recording and check its sharing settings. Test the replay with the type of account that should receive it, particularly if you are sharing outside your organisation. Send the replay with a short summary and any promised resources. Google’s recording and sharing guide

Host checklist

• Before invitations. Confirm the edition, headcount, guest access and correct link.
• At rehearsal. Test an attendee account, screen sharing, audio and handover to the moderator.
• Before opening. Agree who handles access, questions and the recording or stream.
• After the event. Review the replay and verify access before sharing it.

Check whether your Workspace edition fits your event

Tell us your current edition if you know it, your expected audience size and whether guests are internal or external. Include any recording, moderation or live streaming requirements so we can discuss the setup you need.

Discuss your Google Workspace webinar requirements with MatrixC