Virtual Event Planning Checklist

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“Hey, I want to hold a conference on the other side of the country. What should I consider?”

“I’m planning it A great virtual event. How can I do this great? “

If you find yourself asking these kinds of questions, congratulations! You’re on your way to orchestrating something pretty impressive. A virtual event is unlike anything else in the world of conferences and seminars. You are basically building an experience for people who are not even with you. This is exciting stuff!

So how the hell are you supposed to extract this? If you would like guidance on how to plan virtual events, let us take a look at this helpful checklist.

Think about your participants, your audience and your format

Remote events are often more intimate than traditional face-to-face ones. What you lose in physical presence, you gain the potential for deeper connections with people across time zones. That does not mean there will be no challenges. Remember these things when you put it all together.


The most important thing to consider is that you are designing an experience for the people participating. What do they want from it? Will your event achieve its goals if people check their email or are distracted by other online activities during the course? If so, you may need to encourage participation to stay involved.


Who is your event for? You want to strive for a proper balance of experts and newcomers so that everyone will derive something from it. Do not forget to consider what makes this event unique. What will the participants get from being a part of what they will not get from participating in a different kind of program? Think about how people can get the most out of participating.


How will your meetings be structured, and how much content should be covered in each of them? Keep a balance. Too many full-day events can sometimes feel overwhelming, but not having enough meetings can result in important opportunities not being reflected!

Once you already have some ideas about the topics that may be covered, then put together a draft schedule, and think about whether the time frames are appropriate or not. Also, it It is important to have a backup plan In case your virtual space interferes with updating your appointment. Will there be something to discuss off-camera?

Schedule sessions and content (and consider live streaming)

There are many ways to attract people through online events nowadays. Whether you are looking for something casual like AMA or striving for more formal presentations with question and answer opportunities, it’s up to you! You can run round tables with a single speaker (i.e., demonstrations, workshops), panel discussions (in all time zones!), Master classes.

The possibilities are endless. Make sure each participant has access to everything they need, and feel free to experiment until you find what works best.

Some considerations:

Think about the array of speakers and test them for your event. If they can not talk on camera or text chat easily, consider allowing them to pre-record their content instead of doing something live. Make sure your team knows how to best communicate with everyone who signs up!

Ask everyone to introduce themselves before the event begins so people know who they are talking to (and be sure to tag speakers during question and answer sessions!). Encourage people to ask questions at any time using hashtags or chat commands.

It is best to plan things like “lightning rounds” where all participants are asked the same question at once and ways to make sure everyone can address group discussion topics.

As for the live broadcast, it is essential to think about whether you will be able to broadcast your sessions or not, or whether you would prefer them to remain closed. If you decide to go live, you should also plan for potential breaks during your virtual event, depending on the platform (s) used.

Also, consider what content needs to be recorded / stored afterwards. Are there specific parts of the encounter that people will want to return to later? And finally, how much audio and video quality to expect?

High loyalty is always best, but it’s unrealistic if too many variables are involved! There is no perfect solution, so be realistic about the type of equipment you will use for this event.

If your event is just one big free, you might as well think about mediating different conversations around the virtual room! Set some guidelines before getting started. Maybe allow people to speak only if they first introduced themselves by their name and organization?

You can even set up your facilitators depending on how serious or rebellious things are (knowing who will support such decisions in advance is essential).

Make do with logistics (and do your homework)

Once you have an idea of ​​what kind of format or theme your virtual event should follow, consider practical actions like at what time your event will start and end if at all. Are there specific times that work better for certain participants?

I personally have found it easier to plan around a loose set of hours instead of a strict start and end time. Just in case unexpected circumstances occur, you will not have to worry about being “on the clock”!

You will also want to coordinate with your place so that everything can run smoothly. Do they have all the necessary equipment? Do you need a separate room for audio / video / etc? If not, be sure to explain what kind of connections people might expect (for example, low quality video chat is fine when using something like Skype).

And write down what software will be available for your participants, but also think about logistical concerns like time zone differences and what not.

You must also provide logistical information in the order. Where should people go, what should they bring (if any), etc. Also, keep in mind that travel costs may play a part in some people’s decisions to get there. So you will want to make sure it is worth their time!

And finally, if any equipment is needed for participation (e.g. webcam or headphones), people will know in advance how much it might cost if at all (and consider creating an Amazon wish list with donation suggestions).

Once you have made all these decisions, then it’s time to take care of the details! Set up the necessary equipment, make sure everyone knows where to go, and follow all the codes of conduct you pre-define.

Send invitations and collect answers

Once you have some details about your virtual event, it’s time to let people know. It would be best if you leave things open for people to suggest different formats or themes.

After this step, you will want to send a more formal order with all the information included, dates / start times, end dates / end times, relevant logistical information (location address, travel tips, etc.), etc.

Most importantly, make sure friends can easily connect with each other on any platform they use! And if possible, try to include some of the information in your email marketing materials.

It is also essential that there is a clear call to action at the end of any promotional materials that people may see. This way, it is very clear how they can sign up for an event or activity!

And finally, be sure to collect RSVPs to get an idea of ​​who will be there. This will help with logistical arrangements and inform the participants about relevant opportunities, like special guests participating!

Promoting virtual events

The internet has made it easier than ever to reach people around the world relatively easily, but sometimes physical mail can still make a stronger impression. How you decide to communicate with your participants is up to you, but here are some strategies I have found that work well:

Promote a Virtual Event Through Email Marketing – Use Your Email Database

This includes people who have signed up for emails from you, as well as people who have purchased something from you in the past. When it comes to Online event planning, Things can be limited if there is no promotion method that allows a steady stream of new participants without a lot of effort.

However, why not send one more round of emails announcing your upcoming virtual event / activity? We all know how long and effort it takes to build a comprehensive list, but if you have not used it regularly, it’s time to make it work for you!

Promoting social media is another great way to promote your virtual event

Not everyone uses Facebook, Twitter or LinkedIn. Thus, it is best to think about where all your potential participants are spending time online, which may also be relevant to your topic or format.

If possible, I suggest creating at least one social media account before the event starts, even though they are quite “labor intensive” in terms of maintenance.

The point is that there will be updates all the time during an online event, and some people may miss it at first notice. Seeing multiple posts in someone’s newsfeed can help ensure more awareness throughout the activity. However, if you can get even one other person to help you manage it, it would be ideal!

Many companies are looking for exposure through events and virtual activities, especially relevant to their industry! If you can find some companies that are interested in your event or activity, maybe ask them for prizes or donated gifts that can also serve as an incentive.

So it would be best if you mention it when you sent your orders. It would be great to get any social proof like testimonials or testimonials but without anyone using the product itself, so try to see if anyone in the company is willing to do something like this before you ask.



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