January 25, 2018 | By

The Ultimate Webinar Set Up: Get the Right Webinar Equipment on Any Budget

At GoToWebinar, our cheeky goal is to turn the many marketing and customer success webinars we do into the world’s best webinar program. To that end, we’ve done some serious testing to find the webinar equipment that works best for us, and the result is (tadaa): The Webinar Wagon!

webinar equipment

I know what you’re thinking: “This thing is way cooler than the DeLorean from Back to the Future.” Oh, that wasn’t what you were thinking? Oh well, never mind. Still, we think it’s pretty cool. Here are a few  of the webinar wagon’s major benefits:

  1. It has wheels. Pretty nifty. This means you don’t need a dedicated webinar room because you can wheel it into any available meeting room.
  2. It’s a standing desk, so you can use the full range of your voice and do some power-posing instead of sitting hunched over.
  3. It has great lighting and a professional webcam ensuring you’ll look your best.
  4. It comes with a professional microphone, transmitting crisp audio to your listeners.
  5. Coupled with the green screen you can pick any cool background and look incredibly professional no matter how shabby your actual office may be.

Do you have #WebinarEnvy yet? I thought so. Here’s everything you need to put together your own webinar cart, regardless of your budget.


There’s nothing more distracting during a webinar than poor audio quality, so make sure you have a great microphone that allows your attendees to hear you clearly. There is a huge price range for microphones, but in general, the more expensive they are, the higher quality the sound. So depending on your budget and audio needs, you have a lot of options to choose from.

Microphone Boom Arm

You want to make sure your microphone picks up everything you say during the webinar, but you don’t want to have to hold a microphone like a talk show host the whole time. And if you’re an animated speaker, lavalier mics will pick up distracting noise with every movement you make. It’s best to set up your microphone close enough to pick up all dialogue while keeping your hands free.


Not only do earpieces make you feel like a member of the Secret Service, they’re also super helpful when hosting a webinar. An earpiece allows you to stay connected with other webinar contributors while keeping your hands free.

Replacement Eartips

You never think about eartip replacements until it’s too late. Then you’re stuck using a worn-out eartip, or worse, none at all. And if you’re sharing an earpiece with other members of your team, you should at least have your own set of personal eartips to avoid sharing things you’d rather not share. Regardless, it’s a good idea to keep a stash of replacements on-hand and they’re inexpensive enough that it won’t hurt your budget.


Lighting can change the look of your webinar from “ghoul broadcasting from under a bridge” to “model broadcasting from professional studio.” Of course, it all depends on what kind of feel you want for your webinar, but we always recommend great lighting help you look your best on camera.

Green Screen

Using a green screen during your webinar lets you present in front of any background you can imagine. So if you don’t have a great office space, or you just want to add some pizzazz to your surroundings, you can with the help of a green screen.

Virtual Background

Your green screen is worthless unless you have the software to project a background on to it.

  • My recommendation: SparkoCam Virtual WebcamCost $39.95
  • Comparable option: You can probably find free options, but I the SparkoCam is your best bet for the price. 


You have your audio and lighting all squared away, now it’s time to find the right camera. Find a high-quality HD camera so your video will look great on all monitors. Both of our webcam suggestions are great for webinars, video conferencing, and other streaming needs.

Optional Keyboard Stand

A keyboard stand isn’t a must-have item, but it’s a nice-to-have accessory in your webinar setup. My recommended ergonomic keyboard stand is great if you use a stand-up desk for webinars.

Portable Cart

I don’t know about you, but I think a lot better when I’m on my feet, so I stay on my A-game with a stand-up desk. Adjustable stand-up desks are great for your regular work days, but they’re especially convenient if you need to move to a more video-friendly location for your webinar broadcast.

Webinar equipment can start to get expensive if you’re not careful, but there are affordable options available so you can host a professional-quality webinar on a budget.

What are your must-have pieces of equipment in your webinar setup? Leave your recommendations in the comments below.

Insider's Guide to Webainrs

Discuss / Read Comments

  • Fran Sokol Simon | 1 year, 12 months ago

    Hi Daniel, GREAT post. Very helpful. Two questions: The first is a bit lame, but here it is: The headset is only useful if you use other equipment and have other presenters in the same building, no? How could they help if the other presenters are remote? The second question is: Can you describe how you use SparkOCam? Thanks!

  • Fran Sokol Simon | 1 year, 12 months ago

    Wait! One more question! It looks like you have your smart phone set and a tablet set up. I assume one is for a teleprompter. (Yes?) Can you a) talk about what prompter software you use? And, can you explain the use of the other tablet you have set up?

  • Daniel Waas | 1 year, 12 months ago

    Hi Fran,

    Thanks 🙂

    The earpiece I only need so I can hear the rest of the staff. We often have a moderator and a co-presenter, so with the earpiece I get clear audio from them. You could replace the microphone/earpiece combo with a regular headset, but I prefer this setup.

    And regarding green screening with SparkoCam, here’s a blog post that explains it all:



  • Daniel Waas | 1 year, 12 months ago

    Actually, I’m not using a teleprompter. I just blurt out whatever comes to mind 😉
    I mostly try to go with very visual slides and they give me the cue and remind me what I wanted to talk about.

    So why the tablet? From the tablet I join the webinar as an attendee. That way I can monitor the attendee experience in case any technical issues come up. We usually only have this for the moderator. When I speak I don’t really use the tablet.

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