What you need for a webinar
A webinar needs more than a laptop and a meeting link. Prepare one reliable setup for each active speaker, plus spare cables, power access and simple catering if people are joining from one room. This shopping list covers the equipment, furniture, serving items and office supplies used for the plan. Buy or borrow the technical items early enough to test them together before the rehearsal.
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
- Coffee beans - 1 kilo
- Tea bags - 80 pieces
- Decaf coffee - 250 grams
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Sugar - 1 kilo
- Mints - 1 box
- Spa Blauw - 3 crates
- Sparkling water - 2 crates
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Orange juice - 4 liters
- Apple juice - 2 liter
- Cheese mini sandwiches - 20 pieces
- Chicken mini sandwiches - 20 pieces
- Mini hummus sandwiches - 20 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Snacks - 2 bags
- Unsalted nuts - 1 kilo
- Apples - 20 pieces
- Bananas - 20 pieces
- Grapes - 2 kilos
- Cookies - 4 packs
- Dark chocolate - 4 bars
- Lemons - 6 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 2 packs
- Paper cups - 50 pieces
- Stirrers - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 4 rolls
- Dish soap - 1 bottle
- Dishwasher tablets - 20 pieces
- All-purpose cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Hand soap - 2 bottles
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
Tips
- Plan one laptop, webcam and microphone setup per active speaker, and keep at least one spare USB cable or adapter available. Test every combination with the actual webinar platform before the event.
- Allow one power socket for each laptop and light, then add a power strip and extension cord for every table area. Keep Ethernet cables long enough to reach the router without crossing walkways.
- For an in-room webinar, provide one chair and a stable table per speaker or operator. Add a backdrop and ring light only after checking the camera framing, because both can change the amount of space needed.
- Buy coffee, tea, cups and drinking glasses for the full room, plus plates and cutlery if lunch or snacks are served. Set these out before the webinar environment opens so nobody leaves during the welcome.
- Prepare printed run sheets, name badges and pens at least one day ahead. Store presentations on a USB stick and an external SSD, rather than relying on a single laptop copy.
Frequently asked questions
- What equipment do I need for a webinar?
- For each active speaker, plan a laptop, webcam and USB microphone or headset. Also have power strips, extension cords, the required HDMI or USB-C adapters, and at least one backup copy of the presentations.
- How many microphones do I need for a webinar?
- Use one microphone per person who may speak without sharing a desk setup. For a panel of four speakers, prepare four microphones or headsets and test all four at least one day before the webinar.
- How much catering do I need for an in-person webinar?
- Provide one cup or glass per attendee, plus a small reserve of around 10 percent. Put out coffee and tea before the start, and arrange snacks or lunch according to the number of registered participants and their dietary requirements.
- When should I buy webinar equipment and supplies?
- Order technical equipment at least 7 days before the webinar so there is time for delivery and testing. Buy fresh catering supplies one day before, and prepare printed materials and backup files at least 24 hours in advance.
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