Webinar Production Essentials - A Complete Technology and Equipment Checklist

Webinar Production Essentials: A Complete Technology & Equipment Checklist

June 5, 2017

by — Posted in successful webinar, Technology and Equipment, Webinar Hosting Guides

Planning your next webinar? Perhaps it’s your first webinar? Regardless of what’s in your pipeline for webinar production, you’ll want to ensure you have the best technology and equipment at hand to be successful.

Many companies and organizations use webinars as a large part of their marketing strategy, which means a reliable in-house set-up is crucial for their webinar production value. If webinars are a big part of your marketing strategy, you’ll need your webinars to be as polished and professional as possible to maximize your marketing impact.

Webinars nowadays have a wide reach when it comes to marketing. Anyone can find an on-demand recorded webinar from your website, social shares, YouTube, emails, blog post; the list goes on! So, you never know who might see it, could be your next customer. Therefore, you should opt always to put your best foot forward when it comes to webinar production.

Read on for the ultimate essentials checklist for webinar production technology.

 

Essential Technology for Webinar Production

 Technology for Webinar Production

Webinar Software:

There are many options available for hosting your webinar. Each platform has a different set of features that in many cases, don’t overlap.

Determine your feature requirements of a webinar platform before researching and make sure to start a free trial as well. You want to determine if the experience on the host and end-users side matches the experience you wish to deliver for your webinar production.

 

Fast Internet Connection:

Streaming a live webinar takes up a lot of internet bandwidth. Ensure you have a fast internet connection or the ability to wire into your network. If you have low broadband speeds or if you’re still on dial-up service, you can count on having frequent delays and connection issues throughout the course of your live webinar.

As part of your webinar production set-up, make sure to test your speed. (We recommend this speed test.)

 

Marketing Automation Platform:

Your webinar platform likely comes with a tool that allows you to build a registration landing page. Your landing page gives your registrants the ability to fill out a form to register for the webinar so you can capture their information. If it doesn’t, you will need a separate solution or tool that allows you to build this registration landing page for each webinar.

Additionally, if your webinar platform does not give you the ability to send out email reminders or updates to webinar registrants, you will need to use a marketing automation platform to do this as well. Emails are a critical part of webinar production, especially when it comes to following up with webinar registrants. You don’t want to leave your audience hanging!

 

Audio Conferencing:

Most webinar platforms come with VoIP, or they will provide a conference line for attendees to dial into. However, not all webinar platforms allow dial-in. In case yours does not, or if the provided audio quality is poor, you might want to source your own audio option to combat against this issue.

 

PowerPoint:

More often than not, a webinar host will run through a PowerPoint presentation during their online event.

If you do not own Microsoft PowerPoint, now is the time to invest or seek an alternative solution like Keynote.  These tools allow you to put together the visual component of your webinar production. Doing so gives you the ability to brand the presentation to your company or share your “voice.”

For example, if your company tends to be quirky or funny, you can show that off in your slides. Some webinar platforms have the ability to upload PowerPoint files directly into the platform as well, which provides a cleaner view for participants.

Video Editing Tool:

Video is huge right now in the marketing space and is a great form of content to integrate into your webinar production.

Chances are you might have existing videos or training sessions recorded that you’d like to share during your webinar. If you plan to use video during your webinars, it’s always a good idea to do a little editing to make it work with all your other webinar content.

For example, if you only want to show 45 seconds of a 90-second video during the webinar, this is your opportunity to not waste any time and cut out the parts of the video you don’t wish to show.

Image Editing Tool:

Image editing tools, like Photoshop, are another worthwhile investment for your webinar production. This is especially true if you have someone on staff with graphic design experience.

You might use an image editing tool to help craft your PowerPoint slides so you can insert branded images. You could also use image editing software to edit a webinar speaker’s headshot and perhaps even use to assist with the creation of your registration page or email invites. Using a tool like this throughout the set-up process of each webinar will help your webinar production look polished and professional.

 

 

As for the equipment part of your webinar production package, this includes the physical equipment you should strongly consider having on-hand for an in-house studio to produce your webinars. Read on for the ultimate essentials checklist for equipment.

 

 

Equipment for Webinar Production

Equipment for Webinar Production

High-quality webcam:

Audiences like to see webinar speakers on webcam.

Seeing the presenter on camera helps attendees connect to the speaker and delivers a more in-person feel. You’ll want to source a high-quality webcam to give your webinar speaker the best chance at looking good.

You won’t want yourself or your co-hosts to look grainy on screen or even worse… your webcam might not work at all. Hopefully, your laptop has a quality webcam built-in, but if you’ve tested it and it isn’t up to par, look at buying webcams that plug in via USB to your laptop or computer.

 

Lighting:

If you’re on webcam, it’s ALL about the lighting. Without proper lighting equipment, your webinar speaker could be left looking washed out or completely overshadowed. Review this article for fun tips on using lighting to your advantage while on webcam!

Backdrop:

A backdrop is a staged background behind the webinar speaker. This is only required if you plan on using a webcam during the webinar.

Instead of having a messy desk or boring white wall behind you showing up in the video feed, you can purchase a backdrop set to control the entire camera view. During your webinar production you can customize your own backdrop to have the company logo or other landscape of your choosing. Having a backdrop is a cool touch to add to the experience of your webinar.

 

Microphone:

While your computer or laptop likely has an internal mic already built-in, we encourage investing in a standalone mic to achieve superior sound quality.

This could be a headset microphone or a mic that sits on your desk.

If you plan to be on webcam, we highlight suggest a discreet microphone, and only use a headset that is not very visible. Otherwise the webinar host might look more like a call operator and than the industry expert they are.

Laptop or computer:

It’s no secret that you’ll need a computer or laptop to host a webinar.

In many cases you’ll need multiple computers to facilitate your webinars. This is especially true if you plan to have multiple webinar hosts. However, it is not unheard of for some folks to only use a phone nowadays. It’s even rumored that Marketing Guru, Gary Vaynerchuk, only uses his smartphone and no longer has a laptop, for example.

Even though this one might seem like a no-brainer, it’s important to discuss all of the necessary equipment and technical requirements with everyone involved in your webinar production as far in advance as you can. This will ensure everyone is adequately prepared before you go live.

Also, if you’re on a laptop, make sure your charger is nearby. Webinars can quickly drain your battery. You don’t want to have that snafu – big ouch!

 

 

Webinar Production Budgeting

Now that we’ve run through the essentials checklist for the technology and equipment you should consider investing in as part of your webinar production, we want to discuss the dreaded topic of budget.

You likely already have a budget in mind for what you want to spend on webinar production, or what budget you are allowed to spend from your boss.

If you do have the budget to move forward with the highest quality technology and equipment then, by all means, please do this. You won’t regret it.

However, you can quickly drive up costs by going with the top of the line options for everything we listed above, which might not work for you. If you need to start small or bootstrap your way when it comes to webinar production, that is ok! We believe in your hustle.

If you don’t have the budget then you’ll need to pick and choose what technology and equipment to initially invest in. You will want to scope out all the essential items above, pick your ideal technology and equipment to purchase, then price it out and match against your budget.

While every item above is an essential for professional webinar production, if you’re bootstrapped on the budget, consider the below essentials first and foremost before purchasing anything else:

 

Top 4 Webinar Production Essentials:

  1. Webinar platform – this alone accounts for what will make or break your registrant’s webinar experience with you. Plus, you need a way to host a webinar! Select a webinar platform that fits within your budget, but will allow you to provide the best experience. From the registration process, to signing in, the live webinar and finally even leaving the webinar. This is not the item to skimp on.

 

  1. Fast Internet Connection – nowadays, most people have fast internet connection, or an option to directly wire into the network. If you don’t, this should be a top priority.

 

  1. Lighting – if you plan to be on webcam, lighting is one of the easiest and cheapest ways to make a good impression. Whether it’s a lamp from home or professional lighting. This is a must-have.

 

  1. PowerPoint – most webinars use a PowerPoint presentation throughout their webinar anyway. So, since you likely already have this software, check out our blog on perfecting the webinar PowerPoint design!

 

Get started!

As mentioned, you’ll need high quality webinar software to ensure your webinar production is a success from start to finish. Check out BigMarker today for a modern, feature-rich webinar experience that both you and your audience will love. Start your 14-day free trial now or send us a message to get in touch.