Webinar checklist: plan every detail in the right order

A webinar depends on more than a meeting link. You need a finished programme, confirmed speakers, a registration process, technical checks and a clear run-up for attendees. Start with the content and registration page, then collect speaker and accessibility details before testing the platform. In the final week, focus on presentations, reminders, rehearsal, equipment and backup options so the live session does not depend on one laptop, microphone or internet connection.

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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

Finalize the program
2 people
Invite speakers
Create registration form
Publish the privacy notice
Create webinar
Publish the registration page
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect speaker information
Check presentations
2 people
Send technical instructions
Send confirmations
Hold technical rehearsal
4 people
Collect questions in advance
Send reminder
Do the shopping
Charge equipment
Set up the space
2 people
Set up backups

Event

Test webinar software
3 people
Set up the camera and lighting
2 people
Check the microphones
2 people
Set up presentations
Welcome speakers
2 people
Brief speakers briefly
2 people
Set up catering
2 people
Admit participants
2 people
Open webinar
Guide speakers
2 people
Moderate chat
2 people
Oversee the recording
Resolve technical issues
Announce breaks
Refill drinks
Serve snacks
2 people
Moderate the Q&A
2 people
Close webinar
Log out participants

Aftercare

Store recording safely
Switch off equipment
2 people
Back up recording
Share recording and materials
Send thank-you email
Answer outstanding questions
2 people
Wash dishes
Clean the room
2 people
Store materials
2 people

What to bring

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

Furniture

Work tablesqty 3
Office chairsqty 8
Side tablesqty 2

Equipment

Laptopsqty 4
Webcamsqty 3
USB microphonesqty 4
Headsetsqty 6
Speaker
Monitorsqty 3
HDMI adaptersqty 4
USB hubsqty 4
External Hard Drive
Ethernet cablesqty 4
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 8
Spare batteriesqty 12

Lighting

LED panelsqty 3
Lamp standsqty 3

Kitchen

Coffee maker
Kettle
Coolersqty 2
Coffee filters
Thermos flasksqty 3
Water jugsqty 3

Tableware

Mugsqty 12
Glassesqty 12
Platesqty 12
Cutlery setsqty 12
Serving boardsqty 3
Small bowlsqty 6

Cleaning

Waste binsqty 3
Cleaning clothsqty 6

Catering

Groceries

Tips

Finish the programme and invite speakers before opening registration. Aim to have speaker confirmations, session titles and presentation requirements ready at least 3 weeks before the webinar.
Build the registration flow before sending invitations. Include the privacy notice, dietary requirements if refreshments are provided, and a question field so you can collect questions in advance.
Send technical instructions with the confirmation email, then send a reminder 24 hours before the webinar. Include the joining link, start time, microphone and camera guidance, and a contact method for problems.
Hold a technical rehearsal with every speaker at least 2–3 days beforehand. Test the webinar software, presentations, webcams, USB microphones, headsets, lighting and screen sharing from the same setup you will use live.
Prepare the room and backups on the day. Charge laptops and other equipment, connect Ethernet where possible, keep spare batteries and charging cables ready, and store a copy of the presentations on an external hard drive.

Frequently asked questions

How early should I start planning a webinar?: Start at least 4–6 weeks before the broadcast. Use the first 1–2 weeks to finalize the programme, invite speakers and create registration, leaving the final week for reminders, technical checks and rehearsal.
When should I send webinar invitations?: Send the first invitations as soon as the registration page and privacy notice are published, ideally 3–4 weeks before the event. Send a confirmation immediately after registration and a final reminder about 24 hours before the start.
How long before a webinar should the technical rehearsal be?: Hold the rehearsal 2–3 days before the webinar, with all speakers present. Repeat the key checks 30–60 minutes before going live, including microphones, cameras, presentations, lighting and the backup connection.
What equipment do I need for a webinar?: Plan for one laptop per active presenter, a webcam, a USB microphone or headset, monitors, HDMI adapters or a USB hub, Ethernet cables, extension cords and power strips. Keep an external hard drive with the presentations and spare batteries or charging cables available.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.