Make a copy of the virtual event checklist list below to plan, organize, and host a successful virtual event.
Define your event
- [ ] Set your event name and theme.
- [ ] Pick your date and time. If it's a global event, make sure to keep the timezones of your target audience in mind!
- [ ] Align on your event budget
- [ ] Establish your event goals and objectives
- [ ] Number of attendees
- [ ] Revenue objectives (i.e., ticket sales and/or sponsorship)
- [ ] Business impact (i.e., pipeline attribution, renewals, etc)
Plan your event
Before you work on promoting your event, you'll need to create a compelling experience that will attract the right audience. All details should be included on your event registration page.
- [ ] Decide on the agenda and the content. The brands your speakers are representing and the topics being discussed can be a compelling reason for someone to attend your event.
- [ ] Invite speakers to participate in your event (as you confirm speakers, be mindful of diversity in perspectives and experiences). Also, try to select speakers who will attract your target audience.
- [ ] Once confirmed, make sure to send calendar holds to your speakers for the event itself, and schedule any pre-event prep as early as possible so they can plan accordingly.
- [ ] Identify the broadcasting software you are using (Hopin Studio or a third-party solution).
- [ ] Work with a production agency if you'd like to enhance your attendees' experiences. Our team can recommend agencies that past event organizers have found success with.
- [ ] Schedule a training/enablement session for your event team, and break out various roles for event execution.
- [ ] Train your event team on how to use your virtual event platform (like Hopin).
- [ ] If you're including an Expo Hall, invite vendors or sponsors to either build their virtual booths themselves or set deadlines for them to send you the assets needed to create their booth.
Promote your event
Make sure to build in enough time for promotion so you can hit your goals. While virtual events might not require attendees to plan travel or a commute to a venue, they still need to block their calendars. We recommend four to six weeks of event promotion to actively manage signups (and send additional invitations if you're pacing behind your goals).
- [ ] Build your event registration page where attendees will sign up, making sure to highlight all event details (agenda, speaker headshots, and any compelling reasons to attend).
- [ ] Create a branded look and feel – have graphic designer create all design assets and brand your event page (this is available to Hopin customers with advanced branding).
- [ ] Test your registration flow. Make sure you're collecting all the attendee information you need, and it's properly synced with any systems (i.e., Marketo, HubSpot, Salesforce).
- [ ] Once designed, make sure to proofread and test your event invitation to make sure there aren't any errors.