How to Choose the Right Webinar Equipment for Your Event: The Complete List

Hosting a webinar? If you’re about to start planning your event, one of the first steps is ensuring that you have the right webinar equipment for the job.

You need to make sure that the webinar equipment you purchase meets your needs while staying within your budget. However, there are so many products on the market, you might not know where to start.

Luckily, that’s where we come in. In the following guide, we will look at the best webinar equipment, whatever your budget. We will offer details of what each product does and how much you can expect to spend. Here’s everything that you need to know to kick things off.

Why does your webinar equipment matter?

Good equipment is important in the virtual world. For your first impression to be positive, the presentation needs to be high-quality in audio and video, to appear professional but also accessible and open. Poor equipment can leave a bad impression that could simply stop someone from following on with any lead, or could hamper your ability to get a new lead’s attention.

For example, Livestream and New York Magazine, in their joint research, found that 67% of attendees single out poor-quality of video as the main reason they lose interest in a webinar. Grainy visuals and muffled audio can distract the audience and impede their comprehension. When people can’t hear what you’re saying, they will get disengaged, and eventually, your webinar won’t achieve its objective.

Full webinar equipment checklist: 4 Essentials

Best webinar microphones for clear audio

Best low-budget webinar mic: Fifine K669B USB Condenser Microphone

Price: $29.99

Type: USB condenser microphone.

Polar pattern: Cardioid polar pattern.

Connection: USB.

The Fifine K669B provides clear sound at an affordable rate, which makes it a good webinar microphone for people with tight budgets. The mic comes with an all-metal body, mic control, and tripod for ease. If you are just starting out, you should find that this is one of the best low-budget microphones you can get.

Best mid-budget webinar mic: The Audio-Technica AT2020USB+

Price: $149

Type: USB condenser microphone.

Polar pattern: Cardioid.

Connection: USB.

If you want to create award-winning sound, this Audio Technica mic is a popular choice for many content creators, podcasters and webinar hosts. That’s thanks to its crystal-clear and natural sound quality, so it is a good investment for any mid-range budget initiatives seeking top-of-the-class audio performance.

The mic has a built-in headphone jack so you can monitor audio without worrying about latency. There’s also mix control which allows you to monitor your input, or what you’re currently recording, in comparison to an output track (for example audio coming from your computer). With this, you can adjust and balance your input and output volumes.

Best high-budget webinar mic: Shure SM7B Dynamic Microphone

Price: $399

Type: Dynamic microphone.

Polar pattern: Cardioid.

Connection: XLR.

The Shure SM7B high-fidelity, natural sound makes it the preferred audio option for high-end webinar spaces. The microphone claims to enhance finer elements of the human voice, which means that you get a more well-rounded sound. It also includes preamps that offer +60dB of gain, boosting a weaker signal. If you happen to have the budget, this is the microphone for you.

Best webinar cameras and webcams for high-quality video

Low Budget: Logitech C920 HD Pro Webcam

Price: $50 to $70.

Type: Webcam.

Resolution: Full HD 1080p.

If you’re just starting out and you’re on a budget, here’s the solution for you. This Logitech webcam comes with an autofocus, and superior sound. That means it’s perfect for people still wanting to record their webinars with superior quality.

Note: If you plan to use this camera with Riverside,  you need to follow the guidelines we have outlined for Logitech cameras.

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Medium Budget: The Canon EOS M50 Mirrorless Camera

Price: $800.

Type: Mirrorless Camera.

Resolution: 4K UHD.

Next up, the Canon camera has a flip out screen, face and eye detection that makes focusing on the subject smooth while keeping the portable camera stable using the dual-pixel autofocus, with it you can also connect your device and transfer files wirelessly over WiFi.

High Budget: Sony Alpha a6400 Mirrorless Camera

Price: $1149.99

Type: Mirrorless Camera.

Resolution: 4K UHD.

The Sony Alpha a6400 has top-of-the-line mirrorless cameras that professionals use for its superior video performance and cutting-edge capabilities. It's popular for Youtube videos or webinars because of its fast autofocus. It also has surprisingly good quality in low light. The camera is portable and does not occupy much space even in small or medium sized webinar rooms.

Best webinar headphones

Low Budget: Sony MDRZX110/BLK ZX Series Stereo Headphones

Price: $20.

Type: Over-ear headphones.

You don’t have to spend a fortune on your first pair of headphones. The Sony MDRZX110’s inclusion of such lightweight and comfortable design on them ensures that the wearer will not experience discomfort, even if they have been on the webinar for a while. This allows them to focus purely on the webinar content.

Medium Budget Audio-Technica ATH-M40x Professional Studio Monitor Headphones

Price: $150.

Type: Over-ear headphones.

The ATH-M40x headphones are an excellent mid-range option. These headphones come with magnets and oxygen-free copper voice coils which are for providing high resolution and attainment of fidelity throughout the frequency range.

High Budget The Bose Noise Cancelling Headphones 700

Price: $299.

Type: Over-ear headphones.

If you have the budget, you might want to take things even further. The Bose Noise Cancelling Headphones 700 come with an adaptive selective microphone system that filters your voice from all background noise resulting in outstanding quality audio transmission for all the participants of the webinar.

Best webinar software for recording and editing

Riverside

Price: Free (Free Version), $15.00 (Standard Version), $24.00 (Pro Version)

Type: Recording, streaming, and editing

Riverside is the ideal solution to your webinar needs. The software allows you to set up a virtual recording studio where you can host your online event using live streaming or even multi-streaming. Record separate tracks in up to 4K video and 48kHz audio resolution.

There’s a wide range of features to make creating your ideal webinar a breeze. Invite up to 8 audience members to your live event and use the call-in feature to increase engagement. If you are hosting as part of a group, producer mode allows you to give the controls to other team members. When you have finished recording your event, use the seamless video editor to add some final touches. The platform offers AI-generated transcriptions and show notes at the touch of a button.

Best for: Creating engaging webinars and superb recordings.

GoTo

Price: $49 (Lite), $99 (Standard), $199 (Pro), $399 (Enterprise)

Type: Recording

GoTo allows you to take your webinar hosting to the next level. There are many features including the webcast mode that allows you to invite up to 3,000 audience members, the GoToStage features that help you promote your webinar, and flexible scheduling.

If you are looking for a platform that allows you to record webinars and host them with ease, this may be the answer. You can use the platform to run commercial and company-wide events. You can also create pre-recorded webinars and distribute them using this webcasting platform. It also integrates with standard apps, such as Microsoft Teams and more.

Best for: Recording company-wide live events and webinar content.

Extra webinar equipment accessories to improve your experience

Best mic stands for webinars

• Low Budget - Neewer NB-35 Black Microphone Suspension Boom Scissor Arm Stand ($32.99) – This stand has flexible arms and mounting styling that make it usable for different webinar situations.
• Mid-Range: The Rode PSA1 Swivel Mount Studio Microphone Boom Arm(Price varies) –  The PSA1 provides the ability to position and rotate correctly, which makes it a perfect solution for professional webinar presentations.
• High-End: Heil Sound PL-2T Overhead Broadcast Boom ($115) – Built for broadcast-quality applications, the Heil Sound PL-2T provides exceptional stability and adjustability. This ensures optimal microphone positioning for high-budget webinar setups.

Read more: The 5 Best Microphone Stands for Every Budget (2024)

Best pop filters for webinar mics

• Low Budget: Aokeo Professional Microphone Pop Filter – Affordable and effective, the Aokeo pop filter helps reduce plosives and unwanted noises during webinars. It features a double-layer mesh design for improved sound clarity.
• Medium Budget: Nady MPF-6 6-Inch Clamp On Microphone Pop Filter –  Offering a balance of quality and affordability, the Nady MPF-6 features a sturdy clamp-on design and a 6-inch diameter filter screen. This provides reliable protection against plosives for mid-budget webinar setups.
• High Budget: Stedman Corporation Proscreen XL Pop Filter – Designed for professional-grade audio applications, the Stedman Proscreen XL offers exceptional performance and durability. This pop filter features a patented design that effectively eliminates plosives while preserving vocal clarity for high-budget webinar presentations.

Best Extra Webinar Video Accessories

Best webinar lighting equipment

• Low Budget: Neewer 2-Pack Bi-Color LED Video Lights – These LED lights offer adjustable brightness and color temperature, making them suitable for enhancing webinar video quality on a budget.
• Medium Budget: Elgato Key Light – This Elgato light gives you a soft, even light source, as well as dimming and color-temperature control, that will make your webinar look better.
• High Budget: The Aputure 120D Mark II LED Video Light – This Aputure light delivers precise lighting with customizable features, ensuring superior video quality and production value for high-budget webinar presentations.

Best webinar tripod equipment

• Low Budget: The Amazon Basics 60-Inch Lightweight Tripod – This lightweight tripod offers stability and adjustability for basic webcam setups during webinars on a budget.
• Medium Budget: Neewer Professional Heavy Duty Video Tripod – It provides sturdy support and smooth tilting capabilities which are ideal for mid-budget webinar setups with DSLR or mirrorless cameras.
• High Budget: The Manfrotto MT055XPRO3 Aluminum 3-Section Tripod – This premium look tripod features a sturdy construction. It also has easy-to-use controls and advanced stability features which work together to give an equally balanced camera support for high-budget webinar productions who have professional-grade cameras.

Best webinar green screen equipment

• Low Budget: Emart Green Screen, Collapsible Chromakey Panel – This collapsible green screen panel offers a budget-friendly solution for achieving a chroma key effect during webinars, suitable for basic background replacement needs.
• Mid-Range: Elgato Green Screen – This green screen provides a retractable chroma key backdrop that's easy to set up and store, ideal for mid-budget webinar setups requiring a professional-looking virtual background.
• High-End: Savage Universal 5' x 7' Collapsible Backdrop Kit – This Savage Kit includes a collapsible backdrop, stand, and carrying case, providing superior quality and versatility for high-budget webinar productions requiring advanced green screen effects and setups.

How to choose webinar equipment: What to consider

Purpose and Content

Determine the type of webinars you will host and the type of content you will be sharing as it will help you in making decisions of your hardware needs.

Video Quality

Choose high-definition webcams or cameras that can record sharp visuals. Check the video resolution, frame rate, low light, and field of view respectively, as these are key to ensure your cinematic is eye-grabbing and professional.For example, you should look for a cam that offers 1080p minimum resolution and 4K for higher resolution.

Software Compatibility

Pick webinar software that is suitable to your technical specifications and features. Think about the factors like how easy it is to use, compatibility with your OS, and other equipment.

Setup and Portability

It is advisable to select gear that requires you to spend less time setting up. You also want to think about transportation and storage, especially if you will be in different locations all the time for webinars. Consider the size, weight, and portability of your equipment together with other accessories like tripods or cases for carrying.

Do you really need all the above equipment for starting a webinar?

Not all the items mentioned at the beginning are compulsory to hold a webinar event, especially if you are at the initial stages. However, you’ll need to have the following to get you started from scratch:

• PC/Laptop
• Webcam
• Microphone
• Webinar Software

Starting with these fundamentals enables you to run webinars successfully while gradually purchasing new equipment and acquiring more materials from time to time to upgrade the presentation's quality and the interaction level.

FAQs on webinar equipment:

How much does webinar equipment cost?

The cost of webinar equipment can vary a lot depending on the quantity and quality of the specific items that you need. For instance, an easy DIY setup incorporating the most essential equipment may cost from $50 to $200.

However, if you decide to go for higher-end products, you can expect to spend much more. Purchasing professional-style cameras, microphones, lighting and other necessary accessories can run you from hundreds to even several thousand dollars.

How do you host a free webinar?

To host a free webinar, choose the webinar platform with a free hosting option, some of them are Zoom, Google Meet, and Livestorm among many others.

Set up your account and register for a webinar on the platform you have chosen. Design your webinar delivery making sure that you have the slides, charts, discussion boards, and demonstrations ready for the session. On the day of the webinar, enter your webinar platform through the login page and initiate the session to give the audience your presentation.