Webinar checklist: what to arrange and when

A webinar runs smoothly when content, technology and participant communication are prepared in sequence. Start by fixing the topic, audience and objective, then arrange speakers, the programme, registration and invitations. In the final week, collect presentations, export the participant list and send a reminder. On the day, allow time to set up cameras, microphones, lighting, cables and refreshments before opening the webinar environment.

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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

Define webinar topic and goal
2 people
Approach speakers
Draw up the program and schedule
2 people
Reserve webinar platform
Set up the registration form
Send invitations
Publish promotional posts
Process registrations
Collect dietary requirements
Collect speaker information
Collect presentations
Check presentations technically
2 people
Export the participant list
Send reminder to participants
Do the shopping
2 people
Set out the equipment and cables
2 people
Set up the presentation area
3 people
Set up tables and chairs
2 people
Test cameras and microphones
2 people
Check internet connection
Conduct technical rehearsal
4 people
Give a speaker briefing
3 people
Set out coffee and tea
Set out snacks and lunch
2 people

Event

Open webinar environment
2 people
Set up speakers and presentations
2 people
Admit participants
2 people
Opening and housekeeping announcements
Provide technical support for speakers
2 people
Moderate chat and questions
2 people
Monitor recording and schedule
Refill drinks
Serve snacks
2 people
Answer technical questions
2 people
Give closing remarks and a thank-you message

Aftercare

Store recording safely
Collect participant questions
2 people
Share recording and materials
Send thank-you email to speakers
Send feedback form
Dismantle equipment
2 people
Wash dishes
Clean the room
2 people
Store cables and materials
2 people
Collect and take away waste
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 programme before inviting people. Include speaker introductions, presentation lengths, questions and short transitions so every session has a clear end time.
Schedule the technical rehearsal at least 3–5 days before the webinar. Test each laptop, webcam, USB microphone, headset, presentation file, adapter and internet connection with the people who will present.
Collect presentations no later than 2 working days in advance and check them on the actual presentation laptop. Keep copies on a USB stick or external SSD in case a file, font or link fails.
Send the participant reminder 24 hours before the start and include the access link, start time, expected duration and any instructions for joining. Export the registration list beforehand so last-minute changes do not slow down check-in.
Finish the room setup at least 60 minutes before going live. Arrange tables and chairs, connect power strips and extension cords, place the background and lighting, prepare printed run sheets, and set out coffee, tea, snacks and lunch if the programme requires them.

Frequently asked questions

How far in advance should I start planning a webinar?: Start at least 4–6 weeks before the broadcast if you need external speakers and promotion. This leaves time to confirm the programme, reserve the webinar platform, open registration and collect presentation materials.
When should I send a webinar reminder?: Send the main reminder 24 hours before the webinar, with the access link and joining instructions. For a morning session, a second reminder 1–2 hours before the start can reduce no-shows.
How early should speakers join a webinar?: Ask speakers to join 30 minutes before the start for the briefing and final sound check. Keep the technical rehearsal 3–5 days earlier so equipment or connection problems can still be fixed.
What equipment do I need for a webinar?: At minimum, prepare a laptop, webcam, USB microphone or headset, stable internet connection, power supply and the required presentation adapters. Keep spare HDMI and USB-C adapters, cables and a backup copy of every presentation ready.

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