Virtual Event Checklist
Virtual conferences, meetings and events require planning, just like you would with a live event. Our expert virtual event managers have put together a useful checklist so you consider exactly what you need from your virtual event platform.
What are the Goals of Event?
Before planning your event you should have clear objectives and outcomes that you want to achieve. These objectives should underpin the entire event planning process.
What is your Conference Format?
☐ Will you hold a main plenary session? (one speaker)
☐ Do you want to have breakout/group sessions? (multiple attendees)
☐ Do you need virtual booths for sponsors & exhibitors?
What Planning Supports do you Need?
☐ Pre-event project management and support
☐ Compiling required stream assets, & pre-records etc.
☐ Design, build and maintenance of the platform
☐ Event Running Order check and show day preparations
☐ Live Stream Management and outputs
☐ Abstract Management
☐ Branded background images for the platform
☐ iFrame including video content
What engagement features would you like?
☐ Attendee Q&A
☐ Live Polling
☐ Activity Feed
☐ Live Feedback on sessions (How would you rate…)
☐ Moderation functionality: Q&A, Activity Feed & Polls
☐ Virtual Note Taking for each session
☐ 2D or 3D Exhibition booth build
You can learn more about virtual audience engagement here.
How Would you Like to Communicate with your Delegates?
☐ Event Information
☐ Attendee and Speaker Bio’s
☐ Platform available as a Conference App in the Apple Store and Google Play Store
☐ Documents for each session (eg Brochures, Worksheets, Factsheets etc)
☐ Detailed Agenda
☐ Individual Agenda (pre-loaded sessions)
☐ Activity Feed (social wall for attendees to post pictures and comments and likes)
☐ Social Media Integration (eg Facebook, Twitter)
☐ Registration Portal and Event Website
How will your Attendees Network?
☐ Pre-arranged meetings (one to one or group drop-in chats)
☐ Gamification – adding quizzes, challenges or games to the platform
☐ Video Chat between participants
☐ Team Building
☐ Pre-event Networking module for attendees to pre-select meetings with directory functionality
What Support do your Virtual Delegates Need?
☐ Attendee Live Video Chat
☐ Attendee Live Instant Chat (Messenger-style)
☐ Multi-Lingual Platform
☐ Simultaneous Translation
☐ Managed Help Desk
☐ Push Notifications
What Support do your Virtual Speakers Need?
☐ Professional Speaker or External Moderator to support the event
☐ Rehearsal Sessions & Training pre-event
Hosting a virtual event is easier than you think, especially when you get the right provider to help plan and execute it.
Interested in learning more about our Virtual Meetings and Events Solution?
