As a modern means of communication, the webinar format has been used for a variety of purposes.
From academic use to workplace training, corporate seminars, sales, lecturing venues, and much more - webinars have met many needs for a range of industries and communicative purposes.
Today, the webinar medium is accepted as a premier means of overcoming the communications bottlenecks that came with the pandemic.
This solidified webinars as a cost-effective means of communicating to large, yet selected audiences.
As these and other webinar benefits were being realized, one of the least talked about benefits was their cost-effectiveness.
This is due to the fact that the competition for webinars has always been considered to be free conferencing tools like Skype.
However, today, Skype and apps like it are not looked at as viable productivity tools.
Rather, they are looked at as budget-level solutions.
Today, the competition for webinars is largely considered to be in-person venues, compared to which webinars are far more affordable.
Until now, affordability has never been listed among the benefits of webinars.
Webinars are favored for many reasons, but their cost-effectiveness has not always been one of the most outstanding.
Today, this seems to be among the leading rationales for the medium.
Here, we will briefly discuss the advantages of webinars, with a focus on why their cost-effectiveness remains among the chief reasons they are favored over other digital meeting and in-person options.
Further, we will discuss the costs of webinars and ways to minimize these costs.
Rationale For Webinars
There are many reasons to choose the webinar format.
Whether it's the ability to reach new audiences, boost brand awareness, establish one's self as an expert in a field, and more, the benefits are many.
But here, we want to focus on efficiency, scalability, and affordability.
In reality, the webinar benefits of this kind really fit into one category: efficiency.
But we would break them down as follows:
- Webinars are Quick
- Webinars are Affordable
- Webinars are Scalable
Quick
While there certainly is a learning curve to be navigated with these types of communication formats, once the user figures out their branding, presentation style, and audience expectations, setting up subsequent webinar events is fast and simple.
Using a webinar budget template makes them even easier to learn, and even faster after you do learn them.
Affordable
Compared to other viable options like renting out a corporate meeting space, dining hall, hotel, convention center, and the like, webinars are exceedingly affordable.
Indeed, in-person options are the only comparable choice, and in-person options are expensive, slow, limited, and exorbitantly costly or impossible to scale.
Scalable
Scaling up in-person options requires massive amounts of multi-media equipment.
While it is technically possible to scale them as you like, it is not cost-effective.
Conversely, scaling up a webinar is practically free in many cases.
The most difficult thing about scaling up a webinar is developing successful outreach campaigns.
But you can accommodate the largest audiences you can draw with practically no limit.
The overarching effect of these specific benefits, in particular, is that they keep the average cost of webinars well within acceptable limits compared to similar group communications options.
How To Create An Engaging Virtual Learning Environment
Of course, the most important thing about any webinar is that it is engaging and provides valuable material to your audience.
To use the age-old literary phrase, it should please and instruct.
Before going on to the cost of webinar service and budgetary concerns, we will offer a few tips.
Use A Suitable Blueprint
Your webinar budget template should be a good fit for your audience and for the character of the learning experience that you want to create.
As you gain experience in choosing and filling out webinar templates, this will become more natural.
Be Crisp And To The Point
Unless your webinar is advertised as a lecture format, it's best to keep the length of uninterrupted speaking limited.
You can break it up with imagery, interaction, breaks, and activities to help keep your audience engaged.
Keep Things Moving
People tend to expect that any visual media is going to have a very kinetic and movement-heavy format.
This is part a cultural habit and part natural since people sitting still need to be jolted awake.
But try to use wipes, graphics, and other subtle forms of motion to keep them engaged.
Make Effective Use Of Graphics
Revisiting the last point, make sure not to overuse or misuse your graphics.
Try to incorporate them in a way that is instructive and that is otherwise not overly distracting while still getting a stimulating effect and punctuating points effectively.
Make Effective Use Of Audio
Like motion and graphics, music and audio overlays are a good way to refine the tone of your presentation, keep the audience's attention focused, and layer in key bits of information.
Don't use music that doesn't match the tone of the presentation or that is so loud that it's distracting.
Provide Interactivity
Offering quick surveys, games, tests, or asking questions that can be answered in a small text field are great ways to keep audiences engaged and make them feel like they are a part of the conversation.
Offer Collaboration Tools
Giving audience members access to a virtual whiteboard is a great example of a way they can collaborate on ideas together.
Surveys are another great audience collaboration tool that encourages groups to think together.
Avoid Excessive Explanation
Unless your audience is expecting a lecture, try not to impose prolonged periods of talking.
Break speaking up with PowerPoint images, charts, and short video clips.
Speaker Notes Should Align With Presentation Slides
Work with your key speakers while planning your presentation to make sure that slides and lecture talking points work well together.
Combining images with matching speech content is a great way to enhance learning.
Be Mindful Of Cultural References
If you are addressing international audiences, be careful with cultural references.
Jokes can be very risky, and any opinions or facts stated can be a source of bitter disagreement.
Allow Discussion
You can allow virtual breaks where audiences can interact with each other in a chat.
There are many other ways to allow audiences to discuss material among themselves, and these can be a great way to enhance learning and boost engagement.
You may have noticed that using these tips should not contribute significantly to your overall cost.
This means that it does not have to cost an arm and a leg to stay within your webinar budget and produce a great experience with equally great content.
How Much Does It Cost To Host A Webinar?
While webinar tools, expertise, and other resources are not free, the average webinar budget is still far less than what you would pay for the alternatives mentioned above.
Still, it can seem expensive if you are working with slim profit margins.
However, with a premier service, you can expect great returns on your investment, especially when you're working with the webinar experts.
So, to make sure you know just what kind of investment you're looking at, let's look at the average cost for a complete webinar setup.
Webinar Production
Production will be among your most significant costs if you discount any pay you're planning to dish out to your guest speakers, if any.
On the low end, a laptop computer should cost anywhere between $300 and $1,000.
A decent webcam should cost anywhere between $25 and $100.
A quality microphone will run you between $45 and $150, and presentation/creation tools should cost between $4.95 and $30 a month.
The average webinar software service will cost around $20 to $50 a month.
This brings your production costs to somewhere between $440 and $1,330 to start.
Webinar Marketing & Promotion
The cost of your marketing and promotion efforts will vary depending on what marketing task types you choose, how aggressively you promote the event, and what kinds of services you deploy.
Average costs for these types of services and materials tend to average between $300 and $450 per month.
Webinar Infrastructure
Of course, you will need basic web access and related equipment to support communications.
These kinds of basics can run anywhere between $100 and $500 a month depending on the extent of your needs.
Those with tight budgets might need to include electrical expenses in this cost category.
All told, these costs will come out to between $840 and $2,280 on average.
Fortunately, we have some useful tools that can help you keep these costs under control.
Webinar Budget Template
The key to keeping costs under control is to know your budget and stay within it.
An important part of this process is tracking expenses before they go out and a quality webinar budget template is the industry standard.
Webinar Strategy Template
Finally, keeping track of your webinar budget will be far more practicable if you are mindful of the costs of the overall style and strategy choices you make and their subsequent costs, which can vary widely.
Conclusion
In the final analysis, the best way to manage the end-point costs of your webinars is to invest in quality.
The way to do this is to work with a premium service that can help you from start to finish, turn out top-notch results, and get the ROI your organization needs.
To learn more, get in touch today or download your free webinar strategy playbook—Our webinar strategy experts are eager to make your webinar series a hit!
Sources:
- https://elearningindustry.com/14-tips-to-create-and-present-a-highly-effective-webinar
- https://www.forbes.com/sites/forbestechcouncil/2021/11/03/uncovering-the-true-costs-of-it-infrastructure/?sh=32a7778f7baf
