Running a tight, useful virtual discussion for real estate pros can build your local network, generate referrals, and position you as the go-to agent in your area. This post walks through practical agent roundtable virtual USA steps and network webinar tips so you can plan, promote, and run roundtables that spark real conversation — not just slides and silence.
Why agents should run virtual roundtables right now
Virtual roundtables let you gather local agents, lenders, stagers, inspectors, and service partners in one short, focused session. They’re cheaper than in-person events, easier to schedule for busy professionals, and — when done well — create stronger relationships than one-way webinars. Organizers who treat roundtables as interactive, small-group conversations report higher follow-up engagement and more referral activity than with generic webinars. (ViB Tech)
Quick overview — roundtable vs. panel vs. webinar
- Roundtable: Small group, moderator-led, conversational, lots of participant input. Best for peer exchange, local market problem-solving, and relationship-building.
- Panel: 3–5 experts speak; moderated Q&A; larger audience. Good for thought leadership.
- Webinar: More presentation-driven; limited interaction unless Q&A/polls are built in.
For agent networking, roundtables are usually the sweet spot: intimate, practical, and relationship-forward.
Before you invite: define the purpose and format
Start by answering these in writing (3–4 bullet answers):
- Purpose: e.g., “Share local buyer trends, co-broke opportunities, and quick referrals.”
- Outcome: e.g., “Each attendee leaves with 3 actionable leads or 2 next-step partners.”
- Length & cadence: 45–60 minutes works best for busy agents; consider monthly or quarterly frequency.
- Size: Aim for 8–20 participants to keep conversation rich but uncrowded. Larger groups work if you split into breakout tables. (Social Tables)
Having a clear aim makes the event easier to organize and promotes repeat attendance.
Pick the right tech stack (platforms & engagement tools)
Choose a platform that matches your goals. For roundtables you want stable video, easy screen sharing, and breakout-room capability.
- Zoom (Zoom Meetings / Zoom Rooms): familiar, breakout rooms, robust moderator controls — a common choice for professional roundtables. (Zoom)
- StreamYard / Riverside / Streamable: great if you plan to live-stream highlights to social or produce a polished recording later. Riverside also has resources on running roundtables. (Riverside)
- Hopin / Webinar platforms (WebinarNinja, Crowdcast alternatives): useful for events that combine a main roundtable with parallel sessions, though pricier for small groups. (WebinarNinja)
Engagement add-ons:
- Slido or Mentimeter for anonymous polls, live Q&A, and word clouds — great to surface questions when people are shy to speak. (Slido)
- Google Jamboard / Miro for live note-taking or mapping local leads during the session.
Pick one main platform and one engagement tool; avoid more than two extra apps so the tech stays simple.
Invitations & attendee selection — keep it intentional
Roundtables are strongest when attendees are curated.
- Invite a mix: top-selling agents + newer agents + 1–2 allied pros (loan officer, inspector, stager). Diversity in role and experience fuels useful conversation.
- Limit competition: in small markets, be transparent — you might cap participants per brokerage or invite by referral to avoid awkwardness.
- Use a short application or RSVP form asking: “What will you bring?” and “What do you hope to get?” This sets expectations and helps the moderator plan. (Event pages on LinkedIn, Eventbrite, or a short Typeform work well.) (WebinarNinja)
Agenda — structure the hour so it flows and produces outcomes
A clear agenda keeps conversation productive. Here’s a proven 60-minute format:
- 0:00–5:00 — Welcome & purpose (moderator sets rules, quick intros: name + one-sentence current priority)
- 5:00–20:00 — Round of micro-updates (each participant has 60–90 seconds to share a win, a need, or a buyer lead)
- 20:00–40:00 — Deep topic / case study (pre-selected case — e.g., local inventory squeeze, pricing strategy, or co-broke challenge; panel of 3 responds)
- 40:00–50:00 — Open discussion & hot-seat (one volunteer has 5–7 minutes of targeted advice from the group)
- 50:00–60:00 — Action steps & follow-up (ask each attendee to pick 1 connect or refer to make in the next 7 days)
Provide the agenda in advance and post it in chat at the start. This method balances listening and actionable output. (Social Tables)
Moderator playbook — how to run the room smoothly
A strong moderator makes or breaks the roundtable.
- Be time-keeper & culture-setter. Start on time, keep air time balanced, and step in to move conversation when it stalls.
- Use name prompts. Call on quieter members gently: “Jamie — curious what you think about price strategy here?”
- Capture action items live. Use a shared doc or the chat to list who will do what, then distribute as follow-up.
- Handle cross-talk: politely intervene—“Great point, Maria — we’ll add that to the list and come back to it after Jason’s thought.”
- Wrap with commitments: ask each attendee to state one follow-up action aloud. That social contract increases post-event activity. Guides to panel moderation and virtual facilitation emphasize these moderator duties. (beaconlive.com)
Engagement techniques that actually work
Make the session interactive so people stay engaged:
- Start with a single live poll (Slido/Mentimeter): e.g., “Top 3 pain points this month?” Display results to seed discussion. (Slido)
- Use breakout “micro-tables” for larger groups (4–5 people) to discuss a sub-topic for 8–10 minutes, then re-group to share highlights.
- Hot-seat problem-solving: one participant presents a challenge for 5 minutes; group gives rapid-fire solutions.
- Share a one-page resource (market data, contact list, or referral form) at the end — tangible value keeps people coming back.
- Record & clip highlights (with permission) and share a 90-second recap to promote the next roundtable. Tools like Riverside or StreamYard simplify recording and clipping. (Riverside)
Promotion & getting the right turnout (network webinar tips)
Promote in ways local agents actually use:
- Direct invites first: DM or email your top 10–15 prospects and ask for referrals. Personal outreach beats mass invites.
- LinkedIn Events + local Facebook groups: use both to reach professionals and local agents. Create a concise event page with a clear value proposition. (WebinarNinja)
- Eventbrite or your brokerage’s CRM: use these for sign-ups and reminders. Send 2–3 reminder emails (1 week, 48 hours, 1 hour). Webinar promotion guides recommend multi-channel touchpoints for best attendance. (WebinarNinja)
- Co-host with a partner: invite a trusted lender or title rep as co-host — they’ll promote to their network and add credibility.
- Limit seats & require RSVP: scarcity increases commitment and reduces no-shows.
Consider a short pre-call or Slack/WhatsApp thread for accepted attendees so people arrive already acquainted.
Follow-up: convert conversation into connections and leads
The follow-up is where ROI happens.
- Send a one-page “meeting notes + action items” within 24 hours (who said they’d do what, contact list, and next meeting date).
- Tag and connect on LinkedIn during the follow-up — personalized connection invites referencing the roundtable outperforms cold messages.
- Track outcomes in a simple sheet: leads generated, co-broker opportunities, referrals made. Use the data to tweak the next roundtable.
- Ask for feedback with a 3-question survey: usefulness, format, and suggested topics — iterate fast.
These small habits turn a one-off meeting into an engine of referrals.
Real-life mini case (how one small market used a roundtable)
A mid-sized suburban brokerage ran a monthly 50-minute agent roundtable focused on “pricing tricky listings.” They invited 12 agents (mix of top producers and newer agents) and a local appraiser as guest. After three months they reported: three co-broked listings, two new lender relationships, and a 40% drop in price-revision requests for the initial host agents because they used advice from the group. Small, focused sessions produced measurable local benefits. (This pattern echoes best-practice case studies for virtual roundtables.) (ViB Tech)
Common problems & quick fixes
- Low attendance: tighten invites, add a partner co-host, or reduce frequency.
- Too much talking, not enough action: enforce the agenda and use hot-seat structure.
- Tech hiccups: do a 10-minute pre-call test and have a co-host ready to admit people and share materials.
- Conversations go off-topic: moderator tactfully restates objective and shelve side-topics for the follow-up thread.
Planning for small failures keeps the show smooth.
Tools & vendors you can use (quick shortlist)
- Zoom (meetings & breakout rooms). (Zoom)
- Riverside / StreamYard for high-quality recordings and clips. (Riverside)
- Slido / Mentimeter for live polls and anonymous Q&A. (Slido)
- Eventbrite / LinkedIn Events and your CRM for sign-ups and reminders. (WebinarNinja)
Pick tools that your group already knows; familiarity beats novelty for attendance.
Final checklist — run your first agent roundtable in 7 days
- Day 1: Pick topic, date, and 8–15 target invitees.
- Day 2: Book moderator and guest (appraiser, lender, or top agent).
- Day 3: Create RSVP page and personal invites; set tech stack (Zoom + Slido).
- Day 4: Send reminder + short pre-reading or market snapshot.
- Day 5: Moderator runs 15-minute tech rehearsal with panelists.
- Day 6: Final reminder + one-sentence “what to bring” prompt.
- Day 7: Run 50-minute roundtable, capture notes, assign actions, and send follow-up within 24 hours.