Getting the room right for your webinar broadcast

PUBLISHED 17 Oct 2019 - UPDATED 26 Aug 2023
Office meeting room

When you are preparing a webinar, there are so many things to sort out - the technology, the marketing, and of course the content. With all that to contend with, it's easy to overlook the physical space where the webinar is going to happen. But 'getting the room right' can be the key to a successful broadcast.

So, from my own personal experience, here's my pre-webinar checklist:

  • If you are in an office environment, have you made everyone nearby aware that a webinar is taking place? A note on the meeting room door should prevent many an inopportune interruption (try saying that three times fast!). But it's also worth just telling people so they know to keep the noise down.

  • Again in an office environment, have you booked the room using the standard booking process? The last thing you want is another group barging in because they have booked it for their 3pm team catch-up.

  • Is there enough physical space in the room? If one of the participants needs to leave the room suddenly (for example if they are having a coughing fit), can they do so without clambering over anyone else and making a racket?

  • What about background noise? Clunky air-con or even an overworked laptop fan close to the mic can cause issues. Squeaky chairs are also a consideration. (Without getting into the tech side of things, many noise issues can mitigated with the right equipment, for example a decent external mic and pop filter.)

  • Does the room have wired internet, and if so, is it being used? It's better not to rely just on wifi if possible. (But make sure you have the wifi code to hand anyway, and that you've checked it works on your devices.)

  • Are there enough power sockets in the room? Are they accessible without creating a horrendous trip hazard? And if devices are not going to be plugged in, do they have enough charge to last for the entire length of the broadcast and then some?

  • Are mobile phones on silent, or if possible turned off? (Even a vibrating phone can distract a speaker.) What about other devices that can make noise unexpectedly, such as laptops that ping when an email or a Slack notification comes in?

  • Have you used all the devices for your webinar before (and recently)? It may be that you need to download a plugin to launch the requisite software - and you don't want to be doing that with 30 seconds to go...

  • Do all the speakers have a glass of water? And are these in a sensible place (easily within reach, but not liable to destroy a laptop if knocked over)?

  • Is a fire drill scheduled to take place during your webinar? Sounds unlikely, but it might be worth double checking.

  • Finally, has everyone been to the toilet? Nerves can do funny things...

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James Clark
Hi! I'm James Clark and I'm a freelance web analyst from the UK. I'm here to help with your analytics, ad operations, and SEO issues.
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