![]() Schedule a tech run with your team 2-3 weeks before the event.Nominate a team member to act as the virtual help desk, moderate the chats, and moderate different sessions.They’ll be the contact person if anything goes wrong. Identify a point person who will be responsible for the day-of coordination.To make sure they’re fully prepared, you need to: While speakers and vendors may play important roles, your team should be responsible for logistics and moderation. Whatever platform you select, make sure to train the entire event staff accordingly before the event. And programming and content are some of the most important parts of your event planning checklist. The next step is to select an online platform like Hopin to host your event. If you host a hybrid event, decide where to host the in-person experience, and take attendance precautions into account.Decide how long the event will last and what programming it will include.Decide when the event should start, and take time zones into account.If you're planning a hybrid event, you will need to find an event venue for the in-person component. One of the nice things about putting on a virtual event is you don't have the limitations of an event venue. And Hopin delivered, even enabling them to double their registration capacity and snag big names like Sheryl Sandberg, COO of Facebook. For example, the subscription-based media outlet The Information needed an online venue to host their 2020 Women in Tech, Media and Finance (WTF) Summit, but the event needed to be a lot more than a virtual meeting. Hopin is perfect when you have a specific goal in mind for your event and just need the platform to execute it. Create a promotion plan in order to hit the attendance goals.Decide how many attendees you want to attract.Define the purpose of your event and what you want attendees to get out of it.Before anything else, decide the following: Setting clear goals will help clarify how to make your event a success. However, they do require some specific planning. A successful event starts with a great idea, a clear vision, and a smart action plan, and virtual events are no different. Some of the most important steps in the event planning process will take place long before the event begins. We break the checklist into three sections: Pre-event, day-of, and post-event. In this article, we detail an event planning checklist made specifically for virtual and hybrid events. ![]() You need a virtual event planning checklist. You might not have to worry about sourcing portable restrooms or hiring a caterer, but there are other unique considerations to make, like attendee engagement and how your virtual programming might differ. Virtual events and hybrid events (an event with both virtual and in-person components) are unique, and the planning is different from a physical event. If you Google “event planning checklists” you’ll likely come across tips and tricks designed for in-person events.
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