Your event project management team is probably planning and running more virtual events since the pandemic. This virtual event planning checklist gives you and your team members an easy way to make sure you’re prepared for each of your events. With various video conferencing and virtual event technology, as well as virtual event platforms to choose from, event organizers can host amazing virtual events that reach more attendees and presenters than usual live events. Marketers, virtual event planners, webinar planners, and even podcasters can utilize this template in combination with other practical event tech for different types of virtual events. This template doesn’t just apply to work-related events and virtual meetings. This checklist for is a beneficial tool for anyone working in the event industry, and even for organizing virtual baby showers, gender reveal parties, holiday parties, happy hours, trade shows, and more!
In this template, you’ll find all the things you need to do before, during, and after the virtual event. We cover every aspect of event management, from setting up the event website, finalizing the event schedule, gathering exhibitors, organizing breakout sessions, setting up pricing, securing sponsorship, building a promotion plan, and much more. The template provides an actionable way to check off each item on the checklist and assign task owners to each checklist item. See the full checklist in .
What is a Virtual Event?
A virtual event is simply an online event where attendees gather together over the Internet in real-time. These events aren’t restricted to certain geography like in-person conferences and face-to-face meetups. As long as you have Internet access (or even a phone), you can join a virtual event from your computer or phone.
The advantage of virtual events is that you give your virtual attendees ultimate flexibility and new networking opportunities. They can join from their home, coffee shop, co-working space, or even while they are commuting.
What are the Advantages of Planning a Virtual Event?
First and foremost, you can reach a much wider audience with a virtual experience. The only barrier might be a timezone issue. Even with timezone issues, you can record your virtual event experience so that people who registered for the event can view the event online later. With in-person events, you are limited to a specific space or location, and attendees that want to go to your event may be limited by limited access to a car or public transportation on the day of the event. For virtual conferences, your Zoom room is the limit. Some companies are even testing hybrid events, where they live stream speakers to their internet audience
Smaller event budgets
Virtual events are much cheaper to host and more cost-effective for your organization. This also applies to personal events like baby showers and holiday parties. During the winter months, your guests may be limited by snow or bad weather and may show up late to the event. With the lower costs associated with virtual events, you can potentially charge your attendees less on the tickets, or provide them other freebies that you wouldn’t otherwise provide for a live event.
Virtual events are measurable
If you work on a marketing team, chances are you need to show the ROI or impact of your events. Luckily, the defined KPIs for virtual events are easily measured because most video platforms show you useful data points about your target audience. When attendees register, you can also ask for other demographic information such as where the attendee is located and what their job titles are. With this data, you can track relevant metrics to further improve your virtual events to reach a wider audience.
Virtual Event Planning FAQs
What is a virtual event planning checklist?
A virtual event planning checklist makes all the difference when running a successful event. Spending some time on the planning process will help you get a clearer idea of all the tasks required to make your event a reality. Documenting the process is also useful for creating back up plans and workflows for the future. Instead of reinventing the wheel, use this event checklist doc to plan your next event.
How do you plan a virtual event?
A successful virtual event starts with defining clear event goals that will drive all your planning. It is helpful to break down the planning process into 3 phases: pre-event, event day , and post event. Then, map out all of the necessary steps required to complete each phase with your team and assign tasks with due dates based on your final plan. If things go wrong during the planning process, use a to get back on track.
How to get the most out of a virtual event?
Hosting a virtual event is a good way to expand your target audience reach. With great event content, the right promotion plan and the reach of social media, you can increase your event registration and ticket sales much more than regular live events. Don’t skip the opportunity to send post-event surveys to follow up with attendees and gather feedback for your next virtual event.
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