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Virtual Event Planning Checklist
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Name
Time Frame
Type
Change status
Done
1
Select event date and time
3 months before
Required
✔️ Mark as Done!
2
Decide on an event format (live or pre-recorded)
3 months before
Required
✔️ Mark as Done!
3
Determine support team members
3 months before
Required
✔️ Mark as Done!
4
Determine event pricing
3 months before
Required
✔️ Mark as Done!
5
Create event budget
3 months before
Required
✔️ Mark as Done!
6
Create a marketing plan
3 months before
Required
✔️ Mark as Done!
7
Brainstorm speakers and other hosts
3 months before
Optional
✔️ Mark as Done!
8
Create list of sponsors (if applicable)
3 months before
Optional
✔️ Mark as Done!
9
Pick event platform (Zoom, Google Hangouts)
2 months before
Required
✔️ Mark as Done!
10
Begin marketing event website and registration link
2 months before
Required
✔️ Mark as Done!
11
Gather presentation topics and bios from speakers
2 months before
Required
✔️ Mark as Done!
12
Send speakers your presentation template including any branded virtual backgrounds you may wish to use
2 months before
Optional
✔️ Mark as Done!
13
Tell speakers/presenters to continue promoting event through their channels
1 month before
Required
✔️ Mark as Done!
14
Write script for event welcome, introducing speakers, etc
1 month before
Optional
✔️ Mark as Done!
15
Send speakers with updated timeline for rehearsal or pre-recorded segments
1 month before
Optional
✔️ Mark as Done!
16
Ask sponsors to promote to their audiences
1 month before
Optional
✔️ Mark as Done!
17
Test video platform you selected
2 weeks before
Required
✔️ Mark as Done!
18
Review and edit final presentations from speakers
2 weeks before
Required
✔️ Mark as Done!
19
Final draft of script for host
2 weeks before
Required
✔️ Mark as Done!
20
Create back-up plan for technology #fails, speaker drops out, etc.
1 week before
Required
✔️ Mark as Done!
21
Communicate schedule to support team
1 week before
Required
✔️ Mark as Done!
22
Test audio/video setup with speakers
1 week before
Required
✔️ Mark as Done!
23
Do dry run of event with speakers and pre-recorded segments
1 week before
Required
✔️ Mark as Done!
24
Test chat/Q&A function on video platform
1 week before
Required
✔️ Mark as Done!
25
Create FAQ for attendees on how to access event, how to contact support, etc.
1 week before
Required
✔️ Mark as Done!
26
Create survey to send post-event to attendees and speakers
1 week before
Required
✔️ Mark as Done!
27
Send final email to registered attendees about accessing event
1 day before
Required
✔️ Mark as Done!
28
Test livestream and do dry run one more time
1 day before
Required
✔️ Mark as Done!
29
Relax and prepare to go live on event day
1 day before
Required
✔️ Mark as Done!
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