Virtual Event Checklist and Timeline

THREE MONTHS BEFORE THE EVENT

  • Discuss your audience and goals to decide on format for the event.
  • Choose platform.
  • Select a date and confirm with program participants.
  • Contact The Office of the Chancellor if you would like her to participate.
  • Add to the appropriate calendar(s).
  • Determine need for memento(s).

TWO MONTHS BEFORE THE EVENT

  • Determine guest list and create mailing list.
  • Design invitation – decide what is needed (hard copy invite vs. email invite, reply card).
  • Get all approvals needed on the design and verbiage of the invitation.
  • Create registration site/link.
  • Draft run of show.
  • Design program (if applicable) – can share via PDF since event is virtual.
  • Begin design of memento(s).

Four to five weeks BEFORE THE EVENT

  • Place order for invitations five weeks prior to the event.
  • Send invitations (hard copy, email or both) – make sure to test email invitations before sending to guests.
  • Order memento(s) (if applicable).
  • Approve final program.
  • Draft script or talking points for speakers – determine if you need slides shown.
  • Work with University Communications on copy for internal and external press releases.

one WEEK BEFORE THE EVENT

  • Hold a rehearsal with key program participants on the platform you are using.
    • Go through run of show
    • Confirm if attendees will be on camera or not. (Webinar vs Meeting)
    • Discuss if you will be using the chat feature and how
    • Discuss any other ways you will be keeping the audience engaged
    • Requests any items needed: backdrop, microphone, lighting, camera, etc.
  • Mail memento(s) if you want attendees to have the before the event date.

24 HOURS BEFORE THE EVENT

  • Send a detailed email to all registered attendees with the event link and a link to the PDF program (if applicable).
  • Make sure AISLE (or whoever is running your virtual event) has the final script, run of show, and/or any slides and videos that need to be shown.

DAY OF THE EVENT

  • Have all participants enter the virtual event for a pre-event check in to run through the program one last time and answer any last minute questions.

ONE TO FIVE DAYS AFTER THE EVENT

  • Email survey to attendees.
  • Email event recording to attendees and those that couldn’t attend (if applicable).
  • Upload recording to YouTube/website (if applicable).
  • Send thank you to any speakers/staff assisting.
  • Send memento(s) if haven’t already done so.