How Much Does it Really Cost to Host a Webinar?

webinar cost

Webinars provide an excellent opportunity to show potential leads how valuable your business could be to them. This should be done by educating and engaging your audience rather than simply selling to them. You have the chance to develop a strong relationship with a webinar audience by allowing them to see the face and voice behind your products and services.

To do this, you need to create a webinar that works well. Therefore, it’s important to invest wisely in order to meet the cost of producing the high-quality webinar you are aiming for. You do not need a massive budget to do this, but you do need to be realistic about the costs involved. Let’s take a closer look at the amount you can expect to pay for various aspects of creating a webinar.

Equipment needed for a webinar

Anyone who is thinking of producing a webinar needs to have certain equipment in place. The most important part of this equipment is a laptop that you can use to create and display your presentation. It’s also a good idea to use an external webcam and microphone to optimize the quality of your webinar presentation.


laptop webinar cost

Likely, that you will already have a laptop that you can use before and during your webinar. However, if this is not the case, you will need to factor in this cost. There are several laptops which can be the best to use when producing a webinar, according to functionality or affordability, including:

  • Lenovo Thinkpad X1 Carbon (cost around $1037).
  • Dell XPS 13 (2017) Core i7 (cost around $1700).
  • Apple 13-inch Macbook Pro with touch bar (cost around $885).
  • Dell Inspiron 11.6″ HD with anti-glare touchscreen (cost around $300).


If you have a good quality laptop, you may not actually need other video equipment. However, using a separate webcam can create a more immersive experience for the audience.

Read also: Choosing Camera and Microphone for a Webinar

There are several good quality webcams on the market. Two that you may want to pay particular attention to are the Logitech HD Pro Webcam C920 which costs around $70 and the Logitech HD Laptop Webcam C615 which costs around $25. These webcams can provide you with the quality you need without being excessively expensive.


Webcams have built-in microphones but they do not always create the high-quality sound experience that you need. This is why it’s a good idea to set aside part of the budget for your webinar in order to purchase a separate professional microphone.

The Blue Yeti is an excellent condenser USB microphone that can be used with either a MAC or a PC. It costs around $150. For anyone who is working with a smaller budget, the Blue Snowball iCE is a more affordable alternative, at the cost of around $45.

Presentation creation tools

Once you have the equipment that is necessary for your webinar, you need to use part of your budget to create a presentation that will attract leads in the way that you need it to.

A good presentation needs to be memorable because it has exceptional content, images and graphics. There are several reputable presentation creation services that you can use to get the end product you need. These services include:

  • Canva can be used for free. However, the most cost-effective option is to pay the $12.95 one-month subscription fee.
  • Prezi which is available at a cost of between $4.92 and $30.00 monthly.
  • Keynote which comes with a one-time license fee of $9.99 but can only be used on Apple devices.

canva pricing

Read more about The Best Techniques for Creating e-Learning Presentations.

Cost of Webinar Software

It’s not just the content of your presentation that needs to be high quality if you want your webinar to be successful. You also need to choose reliable webinar software that provides you with a high level of functionality, including high-quality video and engagement tools such as messaging communication during the webinar.

It’s not necessary to use expensive software. The most important thing is to make sure that you get value for money. For instance, MyOwnConference provides affordable rates that fit with any budget. This webinar software can be used free of charge and only costs €25 per month for a subscription.


Promotion campaign investment

There is little point in creating great webinar content if no one sees it. For this reason, you need to make sure that you promote your webinar in the right way. This does not always involve a huge financial investment.

There are several promotional tools that you can use which do not cost anything in terms of additional financial investment, such as tweeting about the webinar and creating a blog post that can be used across your social media channels. You should also use the event sharing tools that are an integral part of the software that you choose.

Read also: 35 Tools for Webinar Promotion

However, comprehensive promotion is likely to involve some costs. For instance, creating banners or video clippings costs around $300. You may also want to run a specific Facebook Ads campaign. You can expect to pay an average of around $460 to attract an attendance of approximately 250.

facebook ads manager

Overall, you should budget to spend around $800 on promoting your webinar.

Hiring a guest speaker

It’s not essential to have a guest speaker for your webinar. However, having an expert voice on board can help you to leverage prospects from your efforts.

You may also find that using a guest speaker is not as expensive as you may think. Some speakers do attract a fee of several hundreds of dollars. However, you may be able to acquire their services more affordable by offering free use of your services or a free promotion for them during the webinar.

In addition to hiring a guest speaker, you may also want to consider whether you need the help of a professional technician or facilitator. These services will normally cost between $75 and $200.

In summary

The cost of hosting a webinar varies greatly. The investment you need to make depends on several factors, including whether you already have a professional-grade laptop to use, which software provider you choose and whether you decide to get a guest speaker on board.

As a guide, you should expect to pay between $3,000 and $5,000 to host a webinar on average. Of course, you can spend considerably more than this, depending on the size and scope of the event that you are planning. The most important thing is that you plan carefully so that you can set aside a realistic budget.

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