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Event Planning Checklist for Any Online Event [+Template]
Full checklist
All virtual event checklist items
➕ Add an item
Name
Category
Owner(s)
Type
Change status
Done
1
Define goals/objectives of event
3 months before
Required
🔴 Reset
2
Define target audience(s)
3 months before
Required
🔴 Reset
3
Decide on an event format (live or pre-recorded)
3 months before
Required
✔️ Mark as Done!
4
3 months before
Required
✔️ Mark as Done!
5
Loop in your support team (share this doc with them)
3 months before
Required
✔️ Mark as Done!
6
Decide whether to charge for the event
3 months before
Required
✔️ Mark as Done!
7
Create a budget
3 months before
Required
✔️ Mark as Done!
8
Select event date and time
3 months before
Required
✔️ Mark as Done!
9
Create a marketing plan (use this doc)
3 months before
Required
✔️ Mark as Done!
10
Write out event summary
3 months before
Required
✔️ Mark as Done!
11
Brainstorm speakers and other hosts
3 months before
Optional
✔️ Mark as Done!
12
Create list of sponsors (if applicable)
3 months before
Optional
✔️ Mark as Done!
13
Pick event platform (Zoom, Google Hangouts)
2 months before
Required
✔️ Mark as Done!
14
Assign owners to each planning task (using this doc)
2 months before
Required
✔️ Mark as Done!
15
Begin marketing event website and registration link
2 months before
Required
✔️ Mark as Done!
16
Place orders with vendors for virtual swag
2 months before
Optional
✔️ Mark as Done!
17
Being rehearsing pre-recorded segments
2 months before
Optional
✔️ Mark as Done!
18
Gather presentation topics and bios from speakers
2 months before
Required
✔️ Mark as Done!
19
Send speakers your presentation template including any branded virtual backgrounds you may wish to use
2 months before
Optional
✔️ Mark as Done!
20
Monitor registered attendees
1 month before
Required
✔️ Mark as Done!
21
Tell speakers/presenters to continue promoting event through their channels
1 month before
Required
✔️ Mark as Done!
22
Write script for event welcome, introducing speakers, etc
1 month before
Required
✔️ Mark as Done!
23
Send speakers with updated timeline for rehearsal or pre-recorded segments
1 month before
Optional
✔️ Mark as Done!
24
Ask sponsors to promote to their audiences
1 month before
Optional
✔️ Mark as Done!
25
Test video platform you selected
2 weeks before
Required
✔️ Mark as Done!
26
Mail out swag
2 weeks before
Optional
✔️ Mark as Done!
27
Review and edit final presentations from speakers
2 weeks before
Required
✔️ Mark as Done!
28
Final draft of script for host
2 weeks before
Required
✔️ Mark as Done!
29
Create back-up plan for technology #fails, speaker drops out, etc.
1 week before
Required
✔️ Mark as Done!
30
Communicate schedule to support team
1 week before
Required
✔️ Mark as Done!
31
Test audio/video setup with speakers
1 week before
Required
✔️ Mark as Done!
32
Do dry run of event with speakers and pre-recorded segments
1 week before
Required
✔️ Mark as Done!
33
Test chat/Q&A function on video platform
1 week before
Required
✔️ Mark as Done!
34
Create FAQ for attendees on how to access event, how to contact support, etc.
1 week before
Required
✔️ Mark as Done!
35
Create survey to send post-event to attendees and speakers
1 week before
Optional
✔️ Mark as Done!
36
Send final email to registered attendees about accessing event
1 day before
Required
✔️ Mark as Done!
37
Test livestream and do dry run one more time
1 day before
Required
✔️ Mark as Done!
38
Do another technical dry run
Day of event
Required
✔️ Mark as Done!
39
Send day-of reminder to registered attendees
Day of event
Required
✔️ Mark as Done!
40
Have social media team share takeaways as event takes place
Day of event
Optional
✔️ Mark as Done!
41
Meet with team to see what went/didn’t go well
After event
Required
✔️ Mark as Done!
42
Send thank-you emails and surveys to attendees/speakers
After event
Optional
✔️ Mark as Done!
43
Send email to registered attendees who did not attend with recording link
After event
Required
✔️ Mark as Done!
44
Create report of event metrics and highlights/lowlights for management
After event
Required
✔️ Mark as Done!
45
Create highlight reel of event
After event
Optional
✔️ Mark as Done!
46
Update event website with date of next event
After event
Optional
✔️ Mark as Done!
47
Log final costs from vendors and compare with budget
After event
Required
✔️ Mark as Done!
48
Plan next virtual event 🚀
After event
Required
✔️ Mark as Done!
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