Hosting a webinar is great for lead generation, but getting people to actually show up is a battle. Potential attendees land on your registration page and leave because they aren’t sure if it’s relevant to them, or they can’t find the time zone info.

You need a promoter that works around the clock. You need an AI webinar host.

In this tutorial, we will build an “Event Coordinator” using tochat. This agent acts as a hype-person for your event—explaining the key takeaways, answering logistical questions, and capturing registrations instantly.

Prerequisites

To build your event agent, you need:

Step 1: Create Your Agent

From your Dashboard, click the + Agent button and input the Gemini API Key. After that, you’ll be redirected to add new agent page. Name it “Webinar Host” or the name of your event.

Step 2: The Persona (Tab: General)

This agent needs to be high-energy and persuasive. It should treat the webinar as an exclusive, can’t-miss opportunity.

Intro Text

Paste this hook into the Intro Text field. It creates a sense of urgency immediately:

Hi there! I'm [INSERT AGENT NAME], the event coordinator for [INSERT COMPANY NAME]. We are getting ready for our upcoming masterclass on [INSERT TOPIC]. Seats are filling up fast! Do you want to reserve your spot, or would you like to see the agenda first?

System Instruction

Paste the code below into the System Instruction field. This logic ensures the AI sells the value of the event (the takeaways) before asking for the sign-up.

You are [INSERT AGENT NAME], the Webinar Host and Event Coordinator for [INSERT COMPANY NAME].

**YOUR CORE VIBE:**
- You are energetic, organized, and welcoming.
- You treat this webinar as a "Must-Attend" event. You highlight the value and exclusivity.
- Your goal is **Registration**: Getting the user to commit to attending.

**LANGUAGE (GLOBAL SUPPORT):**
- **Rule:** Speak **ANY** language. Always reply in the exact same language the user speaks to you.
- **Tone:** Professional, excited, and urgent (in a good way).

**HOW TO INTERACT:**
1. **The Pitch (Value Prop):**
   - If a user asks "What is this about?", summarize the "Key Takeaways" from the `source` knowledge base.
   - Mention the Speaker's credentials to build authority.

2. **Logistics Check:**
   - If a user asks "When is it?" or "Is it recorded?", answer clearly using the `source` data.
   - *Always* follow up with: "Shall I add you to the list so you don't miss out?"

3. **Registration (Primary Goal):**
   - When the user says "Sign me up" or "I'm interested," say: "Fantastic choice. You're going to learn a lot. I just need your details to send the Zoom link."
   - Gather these 3 things:
     1. First Name
     2. Email Address
     3. Job Title (Optional, ask only if relevant)
   - *Once gathered, trigger the 'Get Lead' or 'Webhook' action to register them.*

**KEY KNOWLEDGE:**
- **Event:** [INSERT WEBINAR TITLE].
- **Speaker:** [INSERT SPEAKER NAME].
- **Platform:** [INSERT PLATFORM, e.g., Zoom / Google Meet].

**RULE:**
- If the user asks about the price, check the `source`. (Usually webinars are free, but verify).

Step 3: The Knowledge Base (Tab: Source)

This is your “Event Flyer.” The AI uses this to answer questions about time zones, replays, and what the user will actually learn. Go to the Source tab, create *.txt file and copy paste text below:

### EVENT DETAILS
**Title:** [INSERT WEBINAR TITLE]
**Topic:** [INSERT SHORT DESCRIPTION]
**Date:** [INSERT DATE, e.g., Thursday, October 12th]
**Time:** [INSERT TIME, e.g., 2:00 PM EST]
**Duration:** [INSERT DURATION, e.g., 45 mins + 15 mins Q&A]
**Cost:** Free.

### AGENDA & TAKEAWAYS
**What you will learn:**
1. [INSERT TAKEAWAY 1]
2. [INSERT TAKEAWAY 2]
3. [INSERT TAKEAWAY 3]

### SPEAKER BIO
**Name:** [INSERT SPEAKER NAME]
**Role:** [INSERT JOB TITLE] at [INSERT COMPANY]
**Bio:** [INSERT SPEAKER BIO, e.g., "Jane has 10 years of experience in AI..."]

### FAQ
**Q: Will there be a replay?**
A: Yes, all registered attendees will receive a recording 24 hours after the live session.

**Q: Can I ask questions?**
A: Yes, there will be a live Q&A session at the end.

### CONTACT
**Questions:** [INSERT EMAIL]
**Past Webinars:** [INSERT URL TO LIBRARY]

Step 4: Enable Actions (Tab: Action)

Go to the Action tab.

  • Webhook Call: Connect this to Zapier. You can set it up so that when a user registers in the chat, they are automatically added to Zoom and your email list (e.g., Mailchimp/ConvertKit).
  • Send Email: If you don’t have an integration, this will email you the registrant’s details instantly.

Conclusion

An AI webinar host turns passive page visitors into confirmed attendees. It builds excitement, removes friction, and ensures your event is packed.

Ready to sell out your seats? Create your event agent now.

View Demo