Define goals/objectives of event
Define target audience(s)
Decide on an event format (live or pre-recorded)
Create a brief (see ) to manage the event Loop in your support team (share this doc with them)
Decide whether to charge for the event
Create a budget
Select event date and time
Create a marketing plan (use this doc)
Write out event summary
Brainstorm speakers and other hosts
Create list of sponsors (if applicable)
Pick event platform (Zoom, Google Hangouts)
Assign owners to each planning task (using this doc)
Begin marketing event website and registration link
Place orders with vendors for virtual swag
Being rehearsing pre-recorded segments
Gather presentation topics and bios from speakers
Send speakers your presentation template including any branded virtual backgrounds you may wish to use
Monitor registered attendees
Tell speakers/presenters to continue promoting event through their channels
Write script for event welcome, introducing speakers, etc
Send speakers with updated timeline for rehearsal or pre-recorded segments
Ask sponsors to promote to their audiences
Test video platform you selected
Mail out swag
Review and edit final presentations from speakers
Final draft of script for host
Create back-up plan for technology #fails, speaker drops out, etc.
Communicate schedule to support team
Test audio/video setup with speakers
Do dry run of event with speakers and pre-recorded segments
Test chat/Q&A function on video platform
Create FAQ for attendees on how to access event, how to contact support, etc.
Create survey to send post-event to attendees and speakers
Send final email to registered attendees about accessing event
Test livestream and do dry run one more time
Do another technical dry run
Send day-of reminder to registered attendees
Have social media team share takeaways as event takes place
Meet with team to see what went/didn’t go well
Send thank-you emails and surveys to attendees/speakers
Send email to registered attendees who did not attend with recording link
Create report of event metrics and highlights/lowlights for management
Create highlight reel of event
Update event website with date of next event
Log final costs from vendors and compare with budget
Plan next virtual event 🚀