Virtual Event Planning Checklist

Select event date and time

Decide on an event format (live or pre-recorded)

Determine support team members

Determine event pricing

Create event budget

Create a marketing plan

Brainstorm speakers and other hosts

Create list of sponsors (if applicable)

Pick event platform (Zoom, Google Hangouts)

Begin marketing event website and registration link

Gather presentation topics and bios from speakers

Send speakers your presentation template including any branded virtual backgrounds you may wish to use

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

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

Relax and prepare to go live on event day