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The Ultimate Guide to Planning a Successful Virtual Event

Something feels like it’s missing. You’ve rounded up all the contacts you need, made a list of online event solutions to research, and you’ve checked in with multiple team members before moving forward. But what...

Comprehensive checklist for virtual events

Something feels like it’s missing.

You’ve rounded up all the contacts you need, made a list of online event solutions to research, and you’ve checked in with multiple team members before moving forward. But what if you forgot to include a crucial aspect on your virtual event checklist?

Many event organizers have shared these concerns with us during the process of planning a virtual event. The shift to virtual events has rekindled the stress of staying organized for many planners. They want to ensure they don't miss a single important factor in the new virtual event planning process.

Even with a couple of virtual events under your belt, it’s still important to have a detailed, comprehensive checklist to make sure you don’t miss any critical virtual event components. That's why we've created the ultimate virtual event planning checklist. This checklist will ensure that your virtual event is just as successful as an in-person event.

How Did We Create a Checklist That Works for Any Virtual Event?

Virtual event planning is relatively new, and resources for planning are limited. Additionally, every event is unique, with different attendee numbers, geographic locations, and event types. To create a checklist that caters to all events, we tapped into our experience of working with over 6,000 virtual events of various types.

Our checklist covers a comprehensive list of 57 items that cover all the essential details of organizing a virtual event. Whether you're planning a conference, expo, or any other type of virtual event, this checklist has got you covered.

Checklist Structure

We've divided the virtual event planning checklist into three major sections: "Before the Event," "During the Event," and "After the Event." Each section covers different categories to ensure a comprehensive planning process.

In the first section, we guide you on choosing software/hardware platforms, communicating with participants, setting up registration, and more. The second section focuses on managing session streaming, advocating for sponsors and exhibitors, and other tasks during the event. And in the final section, we explain how to follow up with participants and provide considerations for post-event actions.

Here’s a sample of what you’ll find in our virtual event planning checklist:

Before the Event Day

  • Choose to livestream, pre-record videos, or use a hybrid approach according to the event’s needs.
  • Decide if the event should be extended over a few days to prevent attendee fatigue.
  • Determine whether to make all content public or restrict it to registrants only.
  • Consider recording sessions and allowing on-demand replay for attendees in different time zones.
  • Select the appropriate streaming software platform.
  • Choose an attendee interaction software to enhance engagement.
  • Find and integrate miscellaneous tools to support your event's needs.
  • Plan social interaction activities to keep attendees engaged.
  • Create participant, speaker, and sponsor guides to provide detailed instructions.
  • Decide on a ticket price for your virtual event and choose an online registration platform.

During the Event

  • Start every session 15 minutes earlier to ensure device and network readiness.
  • Prepare for and react to any disruptions that may occur.
  • Record live sessions for participants who may have missed them.
  • Collect and moderate online Q&A to promote interaction.
  • Coordinate online gamification activities like a photo contest.
  • Facilitate virtual meet-ups and online discussions to encourage networking.
  • Share articles and videos to spark conversations among attendees.

After the Event

  • Cancel any unnecessary subscriptions to streaming software or other services.
  • Store archived videos in a secure location for future reference.
  • Send attendee surveys to collect feedback and improve future events.
  • Express gratitude to speakers, volunteers, and moderators for their efforts.
  • Follow up with sponsors and exhibitors to assess their ROI.
  • Distribute prizes for online gamification activities.
  • Generate a comprehensive event report to evaluate the event's success.

This is just a glimpse of the complete virtual event planning checklist containing 57 items. If you'd like to access the full checklist, contact your Whova account manager or request a live demo to receive it after the demo.

Planning a successful virtual event requires attention to detail and thorough preparation. With our ultimate virtual event planning checklist, you can stay organized and ensure a seamless virtual event experience for all participants.

Request the full virtual event planning checklist today and start planning your next successful virtual event!

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