How to organise a webinar without last-minute problems

Start by defining the webinar’s topic, audience and outcome before contacting speakers or choosing a platform. Then build the programme, open registration and promote the event early enough to process sign-ups and send reminders. Most problems happen when presentations, connections or audio are tested only on the day. Schedule a technical rehearsal, brief every speaker and prepare the room, equipment and participant information in a fixed order.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Define webinar topic and goal
2 people
2
Approach speakers
3
Draw up the program and schedule
2 people
4
Reserve webinar platform
5
Set up the registration form
6
Send invitations
7
Publish promotional posts
8
Process registrations
9
Collect dietary requirements
10
Collect speaker information
11
Collect presentations
12
Check presentations technically
2 people
13
Export the participant list
14
Send reminder to participants
15
Do the shopping
2 people
16
Set out the equipment and cables
2 people
17
Set up the presentation area
3 people
18
Set up tables and chairs
2 people
19
Test cameras and microphones
2 people
20
Check internet connection
21
Conduct technical rehearsal
4 people
22
Give a speaker briefing
3 people
23
Set out coffee and tea
24
Set out snacks and lunch
2 people

Event

25
Open webinar environment
2 people
26
Set up speakers and presentations
2 people
27
Admit participants
2 people
28
Opening and housekeeping announcements
29
Provide technical support for speakers
2 people
30
Moderate chat and questions
2 people
31
Monitor recording and schedule
32
Refill drinks
33
Serve snacks
2 people
34
Answer technical questions
2 people
35
Give closing remarks and a thank-you message

Aftercare

36
Store recording safely
37
Collect participant questions
2 people
38
Share recording and materials
39
Send thank-you email to speakers
40
Send feedback form
41
Dismantle equipment
2 people
42
Wash dishes
43
Clean the room
2 people
44
Store cables and materials
2 people
45
Collect and take away waste
46
Return borrowed equipment

What to bring

Grouped the way you'd shop for it, with quantities.

Equipment

Laptopsqty 2
Webcamsqty 2
USB microphonesqty 3
Headsetsqty 4
Tripod holdersqty 2
Ring lightsqty 2
HDMI cablesqty 3
USB-C adaptersqty 4
Ethernet cablesqty 3
Power stripsqty 3
Extension cordsqty 3
USB sticksqty 2
External SSD
Presentation clicker

Furniture

Tablesqty 3
Chairsqty 6

Decorations

Backdrop cloth

Office supplies

Printed run sheetsqty 8
Name badgesqty 8
Pensqty 10

Tableware

Coffee cupsqty 8
Glassesqty 8
Platesqty 8
Cutlery setsqty 8

Kitchen

Kettle
Coffee maker
Thermos flasksqty 2
Coolersqty 2
Serving traysqty 2

Cleaning

Bucket
Microfiber clothsqty 6
Dish brush
Hand brush and dustpan
Cable ties

Catering

Groceries

Tips

Set the topic, audience and desired outcome first, then use those decisions to shape the programme and select speakers. Allow at least 30 minutes for the programme schedule to include introductions, transitions and questions.
Collect each presentation before the rehearsal and check it on the laptop and webinar platform that will be used live. Keep copies on a USB stick and an external SSD so one failed file or computer does not stop the session.
Test every camera, USB microphone, headset, HDMI cable, USB-C adapter and power connection during a full technical rehearsal. Check the internet connection from the exact room and position speakers at least one day before the webinar.
Send the first invitation when registration opens and send a reminder to participants 24 hours before the start. Export the participant list before opening the webinar environment so the host can track attendance and follow up afterwards.
Prepare the presentation room before the speakers arrive: arrange tables and chairs, set up the background and lighting, and place printed run sheets where the host can reach them. Set out coffee, tea, snacks and lunch only after the equipment is safely connected and tested.

Frequently asked questions

How early should I start organising a webinar?: Start at least 4 to 6 weeks before the webinar. This gives you time to confirm speakers, reserve the platform, open registration, promote the event and collect presentations before the technical rehearsal.
When should I send a webinar reminder?: Send the main reminder 24 hours before the webinar, with the joining link and start time. For a longer programme, send a second reminder 1 hour before the start if your platform or mailing setup allows it.
How long should a webinar technical rehearsal take?: Plan 45 to 60 minutes for a full rehearsal with the host and speakers. Test cameras, microphones, presentations, screen sharing, internet access and speaker handovers rather than checking only that everyone can join.
When should webinar presentations be collected?: Ask speakers to submit their presentations at least 2 working days before the webinar. Check every file during the rehearsal and keep a backup copy on a USB stick or external SSD.

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