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