How Much Does it Really Cost to Host a Webinar? | WorkCast (2024)

One of the first (and most important) questions people ask when exploring their webinar options is how much will that webinar cost? Understanding the pricing structure and costs associated with any potential webinar, and webinar platform is key to being able to project and manage your webinar's ROI.

Let's take a look at all of the expected, and some of the unexpected costs you could run into with hosting a webinar.

Expected Webinar Costs:

Webinar Platform Costs and Pricing:

The most obvious cost associated to running your webinar is the cost of your webinar platform. Some simple webinar platforms are free to use up to a certain number of attendees, while more advanced technologies typically require a monthly or annual fee to host your events. Webinar pricing for a robust webinar platform ranges anywhere from $150 USD per month to $500+ USD per month depending on your package and unique needs.

Where you need to be careful, is with the fine print. Many companies, most often those that don't publish their pricing on their website, tend to include hidden fees and additional cost for your events that penalize you for things like needing additional presenter logins, having more attendees than you expected, or even getting technical support during your event if you only purchased a basic package. Lucky for you, companies like WorkCast keep their pricing structures really simple which allows you to easily forecast your costs and ROI.

Webinar Equipment & Creation Costs:

One of the great things about webinars, is they don't require a lot of fancy equipment or technologies to run. All you really need are headsets that connect via USB port for your presenters, a webcam, and good internet connections and you're set. The full webinar kit for two presenters would run you anywhere from: $200 USD - $400 USD if you had to buy everything brand new. If you're running multiple webinars per year, the investment in good equipment becomes easy to justify.

Stock imagery, music, video licenses or other creative assets that you need to purchase for your webinar would also fall into this category.

Read: What to Buy: Webinar Equipment For Every Budget >

Webinar Presenter Costs:

If you are hiring consultants or keynote speakers for your webinars, you will need to factor in those costs. The good news is that speaker costs will be lower than what companies paid previously for in-person events because you don't have to fly people across the country, pay for meals, hotels or any other additional fees.

You do want to offer a fair rate for your speakers as their level of expertise or the value they can provide to your audience has not changed since COVID-19. Try to work out a pricing package that is fair and focuses on building a long-term relationship with these individuals, you don't want industry experts to feel like you took advantage of them during a tough situation.

Webinar Promotion Costs:

Depending on the goal for your webinar (lead generation, thought leadership, trainings, etc.), your costs will vary because your promotional channel mix will differ.

If you're focused on lead generation, you will want to put some spend behind paid social, PPC and other third-party advertising to help get the word out to new audiences. However, if your webinar is being used for internal training purposes you will probably rely more heavily on email and word-of-mouth to drive sign-ups so your costs will be low, or possibly even nothing.

In general, we'd recommend spending 40%-60% of your allocated budget on webinar promotion to ensure you're generating quality leads.

Unexpected Webinar Costs

The biggest surprise cost when it comes to planning, promoting and hosting a webinar is the amount of time and people power that goes into the organization and execution of a webinar.

If you use an agency for design work or any task associated to your webinar planning and promotion this will be obvious for you, agencies are more than happy to bill you for every single minute of work so you will see an invoice for the exact amount of time invested into the project.

But if you have in-house teams that don't allocate hours or bill departments for each job you can quickly lose sight of how much time and resource is being dedicated to your event. While you may not be billed for this in dollars, it does have an opportunity cost associated to it which can have a more detrimental impact on the success of other teams or projects you're managing. Always try to optimize your webinar creation process to mitigate these costs.

Example of Webinar Costs

Below is an example of what a typical webinar sprint would cost our marketing team at WorkCast this year. We host countless webinars each year but to keep it simple, I've calculated it as if we are running one webinar per month.

  • Platform Costs: $495
  • Equipment Costs (2 new headsets and a webcam): $30
  • Presenter Costs: Free (we usually have WorkCast experts present)
  • Promotion Costs: $600
  • Employees' Hours: 20 hours total (spread across multiple people)

Total Webinar Costs: $1,125 + employee salaries for 20 hours

WorkCast Top Tip: If you have an idea of how many registrants and attendees you expect for your event you can easily calculate your ROI which will help you decide whether you should increase or decrease on spending for your webinar.

How much will it cost to run your webinar? Get a quote of the WorkCast platform today.

How Much Does it Really Cost to Host a Webinar? | WorkCast (1)

How Much Does it Really Cost to Host a Webinar? | WorkCast (2024)


How much should I charge to host a webinar? ›

The average cost to host a webinar is between $3,000 to $5,000. However, it's possible to drastically reduce this number by automating various aspects of your webinars to create an immersive experience for attendees that doesn't break the bank.

Are webinars cost effective? ›

Cost-effective: Webinars are far less expensive than in-person events, as they don't require travel, a venue, vendor rentals, catering, and all the other trappings of an in-person event. They're a great budget-friendly way to meet – especially if you're able to leverage free webinar software!

How much do online webinars cost? ›

The issue is, there's no single definitive cost for webinars, as each one carries its own unique monetary investment, including add-ons, integrations, marketing tools, etc. That being said, the average webinar investment ranges from $3,000 to $5,000 but can be as cheap as $500.

Can you host a webinar for free? ›

Zoho Webinar is a traditional webinar service, and it has a free plan option that could work for small events. With the free plan, you can host up to 100 participants and host events up to 60 minutes long.

How much should I charge for a 1 hour webinar? ›

This works out to approximately $1.25 per minute. So, at the high end, a one hour Webinar would run around $75, on average, for an individual registration.

How much does it cost to host an online event? ›

Average cost of hosting a virtual event

For a shorter webinar with up to 500 attendees, you can generally expect to pay between $2,500 and $10,000. For a single-day virtual conference, complete with presentations and virtual breakout rooms, expect costs to range from $4,000 to $25,000.

Are webinars still effective in 2024? ›

Top 2024 Webinar Statistics

91% of B2B professionals say webinars are their preferred type of content. 83% of webinars have fewer than 50 live attendees. 63% of webinar views are on-demand (replay) Webinars with <100 registrants have 10.3% higher live attendance rates.

How long should a paid webinar be? ›

On average, a webinar should last between 60 and 90 minutes.

What are the disadvantages of a webinar? ›

If audio is allowed, participants or presenters may have to pay for phone charges. No communication is possible through body language if no video feed is available. A webinar may not work with all kinds of Internet browsers. May not work on Mac computers or mobile devices.

What is the best platform to host webinars? ›

The Best Webinar Software of 2024
  • GoToWebinar: Best for source tracking.
  • BlueJeans Events: Best for automated closed-captioning.
  • Demio: Best for marketing.
  • WebinarJam: Best for customer relationship management (CRM) integration.
  • U Webinar: Best for professional backgrounds.
  • EverWebinar: Best for evergreen webinars.
Mar 17, 2024

How long do webinars usually last? ›

The ideal duration for a webinar will vary depending on the webinar format and the topic being covered. Typically, webinars last for around 60 minutes, allowing ample time for introductions (between 5 to 7 minutes), the presentation itself (40 minutes), and a Q&A session at the end (10 to 15 minutes).

How do webinars make money? ›

The most direct way to make money with webinars is to charge an admission price to your live, online events. People will pay thousands of dollars to learn about specific topics from verifiable experts. There's no reason why you shouldn't sell tickets to your webinar broadcasts.

What is needed to host a webinar? ›

To host a webinar, you will typically need the following:
  • A reliable webinar platform that supports live, hybrid, or on-demand webinars. ...
  • Select a relevant and compelling topic for your webinar.
  • Invite knowledgeable speakers who can effectively present the webinar content and engage the audience.
Jun 27, 2023

How do I host a webinar for beginners? ›

When planning a webinar, there are two main things to consider: the audience and your virtual event platform.
  1. Choose a topic.
  2. Get to know your platform.
  3. Pick a format.
  4. Assign roles.
  5. Set a date and time.
  6. Build a registration page.
  7. Come up with a promotion plan.
Feb 20, 2023

Can you charge for Zoom webinar? ›

The Zoom with PayPal integration allows you to charge a registration fee for your webinar through PayPal. Upon registering for your webinar, attendees will be taken to PayPal to complete payment. Once completing the payment, they will receive the webinar's join information.

How do you charge for Zoom webinar? ›

Sign in to the Zoom web portal. In the navigation menu, click Account Management and then Webinar Settings. In the Registration Settings section, click Edit next to Allow option to charge registration fee. Check Allow option to charge registration fee.

How much do you charge for hosting an event? ›

A general rule of thumb when it comes to how much you should be paying for an event host is roughly 15-20% of your event cost. This can change from host to host, and some hosts may not take a percentage of the total cost of the event but instead have a flat rate, or even an hourly rate.

How do I sell paid webinar? ›

Sell Your Webinars to Make Money
  1. Create A Well Thoughtful Content.
  2. Think About A Talkative Title.
  3. Choose Webinar Platform.
  4. Choose Your Targeted Audience.
  5. Make Your Webinar Cost Profitable.
  6. Choose A Selling Platform On Social Media.
  7. Make Your Webinar A Way For The Customer To Make Money.
  8. Conclusion.
Sep 18, 2019

How much does it cost to host a Zoom meeting? ›

Zoom Pricing Plans
Cost$0, Forever$14.99/month/license; $149.90/year/license; *up to 9 licenses
Max Participants100100
Added Features40-Min Meeting CapUnlimited Group Meetings; Social Media Streaming; 1 GB of Cloud Storage

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