Why Apollo for Webinar Guest Lists
Apollo is the all-in-one prospecting platform best suited for early and mid-stage B2B teams. It combines a 275+ million contact database, email sequencing, and enrichment in one tool — making it practical for teams that need to build a webinar guest list and run outreach without managing five separate tools.
For webinar list building specifically, Apollo''s filters let you target by job title, company size, industry, geography, technology used, and funding stage — the variables that determine whether someone is ICP or not. You do not need ZoomInfo''s full database or Clay''s enrichment depth for most webinar campaigns. Apollo does the job.
Step 1: Define Your Webinar ICP Before You Search
Before opening Apollo, answer three questions:
Who do you want in the room? For most LinkedOtter events, the target is a senior buyer with budget influence — CISO, VP Engineering, Head of Compliance, CFO, or Founder at a company in your target vertical.
What company profile qualifies? Set headcount, funding stage, and geography. For a cybersecurity webinar: US companies, 50-500 employees, Series A or later, fintech or healthtech industry.
What is your capacity? If you can run a thoughtful 4-5 touch invitation sequence, target 500-800 contacts. If you have a single-touch batch capacity, narrow to 200-300 high-fit accounts.
Step 2: Build the Apollo Search
In Apollo People Search, set filters:
- Job Title: Include variations — CISO, Chief Information Security Officer, VP Information Security, Head of Security, Director of Security
- Seniority: Director, VP, C-Level
- Company Size: 50-1000 employees (adjust to your ICP)
- Industry: Select relevant verticals from Apollo''s industry list
- Location: US (or specific metro if event is regional)
- Email Status: Verified only — this reduces bounce rates significantly
Save the search and review a sample of 20-30 results to confirm ICP fit before exporting.
Step 3: Export and Sequence
Export up to 1,000 verified contacts per search. Import directly into Apollo Sequences or export CSV to Instantly or Smartlead.
Invitation sequence structure for webinars:
Email 1 (Day 1): Personal invitation referencing the topic and why it is relevant to their role. Specific > generic. "We are hosting a session on how cybersecurity companies are using event-led pipeline to hit Q3 numbers — thought it would be relevant given your role at [Company]."
Email 2 (Day 4): One-sentence follow-up with a social proof hook — "We had 754 signups in 26 days last time, including [Company] and [Company]."
Email 3 (Day 8): Final reminder with urgency — seats filling, session happening in X days.
LinkedIn touch (Day 3 or 6): Connection request or message if you have Sales Navigator.
Step 4: Import Registrants Back to Apollo
When contacts register, import them back to Apollo with a tag like "webinar_registered_[date]." This creates a segment you can sequence post-event for meeting requests — separate from contacts who were invited but did not register.
Step 5: Identify the Hottest Attendees
After the event, prioritize follow-up based on:
- Attended full session (vs. dropped early)
- Asked a question or used the chat
- Registered with a company email matching a target account
These are the contacts LinkedOtter recommends you take meetings with first. The webinar signal replaces the need for cold qualification. You already know who they are, what they care about, and that they opted in.