![]() Include downloadable material and shareable materials to help with marketing and convenient instructions.Have a simple, descriptive website or landing page built that is attractive, simple to use, and gives attendees, sponsors, vendors, and speakers all of the information that they need on the event and how to obtain tickets.Reach out to speakers you’d like to have, and promote that your event is taking proposals to attract other speakers you might not have initially considered.Reach out to vendors to see if their representatives are able to attend - be sure to include your estimated attendance goals and the type of audience they can expect.Begin reaching out to your potential sponsors with your created packages - always be open to their suggestions and custom requests.The Outreach and Extended Planning Phase (8-12 weeks Prior to Your Online Event) Decide if you’ll need a website to promote the event. ![]() Include logos, an event description, branded content like a name or tagline, and why people or businesses would attend.Create an overview document that quickly describes the event:.Develop sponsorship, vendor, and speaker email templates for outreach.Establish how attendees will pay for and obtain tickets to the virtual event.Decide on marketing materials: Will it all be virtual documents, will there be swag such as t-shirts, hats, or pins, etc.Choose a virtual event platform or an online conferencing platform for the event.Develop a detailed master event timeline.Build sponsorship packages that are attractive to your target partners.Establish sponsorship goals and opportunities.Choose your target virtual event speakers and entertainment professionals.Build a spreadsheet or information command center that the virtual event planner and team can access at any time.Establish a target audience and buyer personas to help guide your decisions.Assign event planning roles and decide if volunteers will be needed.Establish the name of your event and associated branding.Assemble a team of professionals who will help coordinate the event.Decide if this event will be a full hybrid event or completely virtual.Recommended Reading: Types of Virtual EventsĪn Initial Internal Checklist (16-20 Weeks From Your Virtual Event) Having an individualized virtual event planning checklist is the first step in hosting a successful event. The steps below provide guidelines as a tool to get you started in creating a specialized checklist for planning your own virtual event. Odds are they’ve curated it over time, and likely created one for each of the unique types of events that they help host.Ĭreating a unique virtual event planning checklist is the best way to stay on track and make sure that you’re covering all of your bases as you develop, design and host your online event. If you’ve already hired a virtual event planner, they’re likely utilizing their own custom event planning checklist. ![]()
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