Virtual Event Planning

Virtual Events have become the new normal and we are here to assist you in that transition. We’ve created a checklist below for you to reference during the planning of your event.

Before the Event

Identify what type of event you are hosting and the purpose of your event. Is your event a meeting where you will have discourse and have a high level of interaction with one another or will you be presenting information to a group with little to no interaction from them? Focus on the purpose of your event and make sure everything moving forward leads back to that.

After you have identified your purpose, consider what activities will take place during your event. Will you have multiple presenters, Q&A, live polls, or other interactive pieces? If your event is longer than two hours, remember to schedule breaks throughout our program. When hosting an in-person event, participants are given “traveling time” between sessions. In a virtual environment, participants need that same time to take a quick break to stretch or step away from a computer screen for a few moments. 

Speakers and Presenters

If speakers or presenters will be a part of your program, the first step is to recruit presenters who can present content that is in line with the purpose of the event. Speakers should receive an invitation to present at the event that includes: date of the event, theme of the event, how the presentation will be presented, deadline to respond confirming that they can present. Once presenters have been confirmed, they should receive confirmation emails or notices with expectations for your presenters which includes: deadlines to submit any pre-recorded presentation material, date and time for tech rehearsal, agenda (tentative or confirmed), and arrival time the day of the event. 

With your schedule established, identify the platform will you be using.

Advertisement and Registration

The next step is to begin planning how the event will be advertised. Factors to consider are:

• How will attendees register for the event? Will they respond to an email or register using a registration service?
• If registration fees are being charged, how will those be collected; through a service or other method?
• Sending Registration Confirmations — will this be automatic through a service or will someone from the planning team be tasked with sending them out?

Registration Confirmations

Once an attendee registers and they are sent a confirmation, they should receive important information regarding the event. Share the link where the event will be available. Whether it’s a Zoom link, YouTube page, or social media page, direct attendees to the appropriate location. In addition, share expectations in the confirmation. Are participants required to have their camera on? Should their mics remain muted through the event? If you plan to record your event, ask your attendees to sign a consent form stating that they agree to their voice and/or picture being recorded. Also emphasize that participants should not record or take pictures and then post elsewhere. These expectations will help participants be more prepared the day of and will help with the successful execution of your virtual event.

Day of the Event

As the host, you should log in to your event link earlier than your attendees and presenters. This allows for time to test your connection, video, and sound. If there are any issues, you have time to potentially fix them. Your presenters should be slated to arrive at least half an hour before the event start time to give them time to test and then be able to troubleshoot if there are any technical difficulties.

During Event

At the beginning of your event, reiterate the expectations sent out in the confirmation notification. Promote interactivity during the event while using the chat features when appropriate. Provide opportunities for your attendees to network with each other whether that’s built-in to your program or is an optional, separate session after your event.

After the Event

The event may be over, but the work is not. In order to gauge how truly successful your event was, participants should be sent a survey where they provide feedback on the event. The information collected will help determine if you met the goal or purpose of your event. It will also help determine how attendees felt about the event. Although the survey is an optional component, it will also help you decide how you will structure future virtual programs.

Each virtual event is unique and should be planned as such. We are here to provide resources to help you get started and are available to assist if you have any questions.