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Event Planning Checklist for Any Online Event [+Template]
Before
Prepare for your virtual event. Things to do 3 months, 1 month, 1 week, and day before event.
When you mark something as done, that item moves to the page. See all items in and hit the Add an item button to add your own customized tasks.
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Category
Name
Owner(s)
Type
Change status
3 months before
10
Decide on an event format (live or pre-recorded)
Required
✔️ Mark as Done!
Loop in your support team (share this doc with them)
Required
✔️ Mark as Done!
Decide whether to charge for the event
Required
✔️ Mark as Done!
Create a budget
Required
✔️ Mark as Done!
Select event date and time
Required
✔️ Mark as Done!
Create a marketing plan (use this doc)
Required
✔️ Mark as Done!
Write out event summary
Required
✔️ Mark as Done!
Brainstorm speakers and other hosts
Optional
✔️ Mark as Done!
Create list of sponsors (if applicable)
Optional
✔️ Mark as Done!
2 months before
7
Pick event platform (Zoom, Google Hangouts)
Required
✔️ Mark as Done!
Assign owners to each planning task (using this doc)
Required
✔️ Mark as Done!
Begin marketing event website and registration link
Required
✔️ Mark as Done!
Place orders with vendors for virtual swag
Optional
✔️ Mark as Done!
Being rehearsing pre-recorded segments
Optional
✔️ Mark as Done!
Gather presentation topics and bios from speakers
Required
✔️ Mark as Done!
Send speakers your presentation template including any branded virtual backgrounds you may wish to use
Optional
✔️ Mark as Done!
1 month before
5
Monitor registered attendees
Required
✔️ Mark as Done!
Tell speakers/presenters to continue promoting event through their channels
Required
✔️ Mark as Done!
Write script for event welcome, introducing speakers, etc
Required
✔️ Mark as Done!
Send speakers with updated timeline for rehearsal or pre-recorded segments
Optional
✔️ Mark as Done!
Ask sponsors to promote to their audiences
Optional
✔️ Mark as Done!
2 weeks before
4
Test video platform you selected
Required
✔️ Mark as Done!
Mail out swag
Optional
✔️ Mark as Done!
Review and edit final presentations from speakers
Required
✔️ Mark as Done!
Final draft of script for host
Required
✔️ Mark as Done!
1 week before
7
Create back-up plan for technology #fails, speaker drops out, etc.
Required
✔️ Mark as Done!
Communicate schedule to support team
Required
✔️ Mark as Done!
Test audio/video setup with speakers
Required
✔️ Mark as Done!
Do dry run of event with speakers and pre-recorded segments
Required
✔️ Mark as Done!
Test chat/Q&A function on video platform
Required
✔️ Mark as Done!
Create FAQ for attendees on how to access event, how to contact support, etc.
Required
✔️ Mark as Done!
Create survey to send post-event to attendees and speakers
Optional
✔️ Mark as Done!
1 day before
2
Send final email to registered attendees about accessing event
Required
✔️ Mark as Done!
Test livestream and do dry run one more time
Required
✔️ Mark as Done!
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