Resources
β€’
3
min read

Virtual Event Planning Checklist βœ…

Virtual Event Planning Checklist βœ…

With remote work and hybrid models becoming the new norm for many companies, it's important to consider all aspects of hosting a virtual event. Previous event planning processes or checklists for in-person events won't cover everything you need to be considering for a virtual event.

‍

Looking for an easy process for your event planning team to follow when planning your next virtual event? Look no further!

‍

We have put together a checklist of what to consider when hosting a virtual event for your team to help you get started.

‍

2 - 6 Months Before the Event ⏰

Let's start planning your event! Time to get creative and choose an event that your entire company will enjoy.

πŸ”² Brainstorm & choose an event idea/theme

πŸ”² Assign the roles and responsibilities for your event

  • Make sure everyone knows what they are responsible for and when.

πŸ”² Schedule the event's date & time

  • Choose a date & time that works for majority of employees.
  • Keep in mind time zones and international holidays so you choose something that works for everyone.
  • Determine the duration for the event and remember to leave time before and after the event as a buffer incase the event goes over.

‍

1 - 2 Months Before the Event πŸ“£

Your event is ready to go so let's spread the word to employees and start getting people to sign up and register!

πŸ”² Promote your event

  • When promoting your event to your team members, provide them with the virtual meeting link if you have it (eg. Zoom, Google Meet, Microsoft Teams, Teamflow).
  • Ensure all attendees are provided with the accurate event details (eg. date, time).
  • It is also beneficial to share the purpose and goals of your event, as it can grab the attention of your audience and spark interest.
  • Promoting your event within your workplace, shows that every individual is welcome to join.

πŸ”² Send attendees surveys beforehand

  • Understand what resources your employees have/need to purchase, that are needed for the event.
  • Ask your employees specific questions about themselves before the event to get a better insight on how you want to carry out the event.
  • Capture addresses if there is a kit or gifts to send out and gather topic requests for the event if applicable.

πŸ”² Send attendees their confirmation

  • Let your attendees know that you appreciate their attendance and confirm that they have secured a spot for the event.
  • This could be done through an automated email (attendees will automatically receive a confirmation and thank you note once they signed up for the event).

‍

1 - 2 Weeks Before the Event πŸ“

Provide attendees with all of the relevant information they need to know for the event to prepare them.

πŸ”² Gather a list of necessary materials for the event

  • Give attendees a list of what they should bring to the event and any other instructions.
  • If attendees do not have the needed material, have the option to send some resources or offer substitutions.

‍

Week of the Event πŸ–₯

Time to finish the final event preparation tasks. This is when it starts to get exciting!

πŸ”² Test meeting link & finalize attendance

  • Ensure meeting link is working (Have a backup meeting link incase the first one doesn't work on the day of the event).
  • Create fun Zoom backgrounds for participants to use during the virtual event!
  • Final attendance check of how many will be attending.

πŸ”² Finalize event activities

  • Coordinate with external guests or vendors to ensure everything is set for the day of the event.
  • Ensure all tools and materials for the event activities are finalized and ready.

πŸ”² Create schedule for the event day

  • Set the schedule for the day of the event so everyone on the event team knows what is happening and when.
  • Can include a breakdown of what you are saying throughout the event, when activities are happening throughout the event, who is responsible for what task, etc.


Day of The Event πŸŽ‰

The day of your event has arrived! Before your event, let's take a few deep breaths! 🧘

πŸ”² Send a reminder to attendees right before the event starts

πŸ”² Follow the event schedule and make sure everyone on the event team has a copy

  • Share the agenda with attendees and note when they will have time for a break if it’s a longer event.

πŸ”² Greet attendees as they join the virtual event

πŸ”² Utilize virtual meeting platform tools to keep audience engaged

  • For meeting platforms like Zoom, use Zoom polls, raise hand feature, emoji reactions, etc. to engage attendees throughout the event.
  • Record the event for those who are unable to attend.
  • Have someone monitor the online chat during the event to respond to employees and answer any questions.


Right After The Event πŸ‘

After such a successful event, it's time to gather feedback from attendees and wrap up the last few tasks!

πŸ”² Send feedback surveys to all attendees

  • What they enjoyed about the event?
  • How they feel about the topics discussed?
  • Would they join a similar event in the future?
  • What could be done differently to make the event more enjoyable?
  • Any question that will provide constructive criticism?

πŸ”² Send thank you notes to attendees, volunteers, guests, sponsors

πŸ”² Gather all event expense receipts & update event budget


1 - 3 Days After the Event βœ…

Ahhh you now get to celebrate the successful event you and your team planned!

πŸ”² Post-event publicity

  • Post the event recording link for those who were unable to attend.
  • Share event highlights, images and video clips on social media.
  • Add event highlights to the website.
  • Highlight the event in an internal and/or external Newsletter.

πŸ”² Evaluate the event

  • Meet with your team to celebrate the successes and discuss the challenges within your event.
  • Review event tools and vendors used (and if you would use them again).

πŸ”² Review Feedback from attendees

  • Use the responses to help guide the planning for your next event.

‍

Subscribe to the Epoch blog

Stay up to date with our monthly news on keeping your employees engaged and connected.

Thank you! You're subscribed to our newsletter.
Something went wrong. Try again later.
Follow our LinkedIn page for blog updates

Like page

Β Β Β Β Β Β Β Β Β Β Β Β Β Β Β Β Β Β Β πŸ‘‰ Check out our full list of workplace culture and holiday events for 2022 here! πŸ‘ˆ