What you need for a webinar

A webinar needs more than a laptop and a meeting link. You need reliable audio, a stable internet connection, suitable lighting, presentation adapters and backup storage, plus drinks and tableware if speakers are on site. Plan one complete setup for each person who is speaking, and test it before the event. This shopping list covers the practical supplies that are easy to overlook when you are preparing the room and the broadcast.

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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
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Still water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 4 liters
- Apple juice - 2 liter
- Lemons - 6 pieces
- Butter - 2 tubs
- Soft rolls - 30 pieces
- Wholemeal bread - 2 loaves
- Cheese slices - 1 kilo
- Ham - 500 gram
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Cucumbers - 4 pieces
- Cherry tomatoes - 1 kilo
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Snacks - 3 bags
- Mixed nuts - 2 bags
- Cookies - 4 packs
- Mini waffles - 2 packs
- Apples - 15 pieces
- Bananas - 12 pieces
- Grapes - 2 kilos
- Napkins - 2 packs
- Paper cups - 50 pieces
- Paper plates - 50 pieces
- Stirrers - 100 pieces
- Trash bags - 1 roll
- Paper towels - 4 rolls
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Toilet paper - 12 rolls

Tips

Prepare one laptop, webcam and microphone setup per active speaker, then keep a spare headset available. Test every device in the webinar software at least 24 hours before going live.
Bring the correct HDMI adapters, USB hubs and charging cables for every laptop. Pack one extra power strip and extension cord so a last-minute room change does not leave equipment unplugged.
Use Ethernet cables for the main laptops whenever possible. Keep an external hard drive ready for presentation backups, and save a second copy of the slides locally before the technical rehearsal.
Allow at least one LED panel and lamp stand for each camera-facing setup. Check the picture with the actual room lighting, because a bright window behind a speaker can make them difficult to see.
For an on-site speaker team, plan coffee, tea and water for the full session plus a small buffer. Set out mugs, glasses, serving boards and small bowls before the rehearsal so refreshments do not interrupt the broadcast.

Frequently asked questions

What equipment do I need for a webinar?: For each active speaker, plan a laptop, webcam and USB microphone or headset. You will also need a reliable internet connection, presentation adapters, charging cables, suitable lighting 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 during the live session. Keep at least one spare headset or microphone available, and test all of them during a technical rehearsal held at least 24 hours beforehand.
What should I buy for webinar refreshments?: For an on-site team, provide coffee, tea and water for the entire session, with roughly one hot drink and one glass of water per person per hour. Add a small buffer for speakers arriving early or staying after the webinar.
When should I test my webinar equipment?: Complete a full equipment and software test at least 24 hours before the webinar. Repeat a short check 30 minutes before going live, including microphones, camera framing, lighting, presentations and backup files.

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