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Virtual Event Planning Checklist & Template

Virtual Event Planning Checklist & Template

Organizing an event without a roadmap will result in you forgetting many details and encountering many problems. Using a checklist will help you keep track of everything you need to remember. Here you can see an easy-to-read event management guide prepared by Deal Room Experts. You will find all the major steps that you should consider while organizing an event.

Below you will see the main points you should go through while planning your event. Each of the following points is crucial for event planning and setup, and each heading requires proper execution by the relevant team member. 

This ultimate virtual event planning checklist includes the following items: 

Pre-event stage

  1. Defining your event’s purpose and setting event objectives
  2. Choosing an ideal event date and time
  3. Preparing event branding including logo
  4. Preparing event marketing plan 
  5. Preparing an event budget (forecast vs actual)
  6. Securing event speakers, moderators, MC’s
  7. Preparing event sponsorship options and looking for sponsors 
  8. Choosing your event management platform
  9. Defining ticket tiers and launching ticket sales
  10. Legal Planning
  11. Platform, studio set up & Integrations 

Event Day: Execution of the event

Post-event: Evaluation

It is easier to make the planning specific to different phases of the pre-event period. That’s why we will form this checklist based on certain stages. Of course you can modify all the phases, items and definitions based on your event needs. This checklist will be specific to virtual events -whether it is a two-hours webinar or 1 week summit. 

We will divide our virtual event planning checklist into 3 different phases: Pre-event, Event-Day and Post-Event.

Since we are mainly focusing on the preparation period of virtual events, a large part of our list will consist of the pre-event phase.


It is important to begin planning your event as early as possible and stick to it throughout the process. Consider the size of your event before implementing your plan. Remember that preparation time will vary depending on the concept, the participant number, and the extra activities planned at the event.If you are planning a closed internal company webinar for instance, even 1 month can be enough to plan it. Yet, for a big global conference, it is necessary to start working months prior to the event. Here we want to keep the pre-period long enough to get prepared properly and let you be ready with contingency plans as possible as you can. 

1- Defining your event’s purpose and setting event objectives 

Every event has a purpose, whether you define it properly or not. It is crucial to identify your purpose just like you are building and positioning a new brand, including your target audience.

Unique Value Proposition (UVP).

Your purpose can be informing audiences about industry innovations, recruiting talents for a governmental institution, showcasing your new products or matching startups and investors. Once you define it and put it on paper, any step afterwards should serve that main purpose. 

Your event's name creates the first impression of your event. It would be appropriate to name the event in line with its concept and content. In addition, it is crucial to decide the type of event from the beginning. It is essential to determine the most accurate event concept for various event types, including fairs, summits, conferences, award ceremonies, and workshops. Then, you should plan the event according to its concept. 

  • Event purpose: informing, showcasing, matchmaking, etc.
  • Target audience: investors, finance professionals, startups, university lecturers, etc. 
  • Event revenue plan: ticket sales, sponsorships, lead collection, etc. 
  • Event type: webinar, conference, workshop, summit, matchmaking, interactive
  • Event name and value proposition/slogan/tagline
  • Event website
  • Event social media pages
  • Event team’s roles and responsibilities
  • A tasks checklist for each team member

2- Choosing an ideal event date and time

You should pick the best event date to increase event attendance.

Make a list of significant events coming up in your industry. Avoid holding your event on any of these days. Additionally, check to see that your event does not fall on any official holidays before announcing the event date.

  • Event date and time
  • Event agenda, sessions, including breaks, mingling slots


3- Preparing event branding including logo

  • Event specific logo
  • Brand Guideline: colors, fonts, etc
  • Key visual
  • All visuals, videos: Event commercial, poster, website, banners, social media visuals 
  • Hashtags and social media post plan


4- Preparing event marketing plan

The marketing communication plan should outline the best channels for promoting the event, the budget for each channel, and the most functional communication approach. For instance, a marketing communication plan could include advertisements, websites, and brochures. The purpose of planning a marketing communication is to increase people's awareness of the event and their desire for it. Marketers should think about using appropriate language, creating a solid structure, and maintaining the overall communication plan at a high level to deliver clear, understandable, and persuasive materials.

Event marketing timeline, channels & budget: Relevant websites, search engine marketing, social media, billboards, audio, etc.

Prepare and publish a press release: Have one copy of summary, one copy of an extended one with all details. Send the press release to media channels, your network, and influencers. 

5- Preparing an event budget (forecast vs actual)

First things first: you must first determine your budget before planning your event. The different stages of planning your budget can relieve some of the initial pressure and assist you in gradually creating a solid budget plan. Decide What Financial Success Means to You. Then, head to Google Docs and make a budget sheet listing all the expenses that will affect your budget, such as staff compensation, facility costs, marketing and PR, sponsorships, etc. Additionally, you must constantly update your budget sheet.

  • Virtual event platform and other technology
  • Any equipment if you will stream the content form a studio
  • Speaker and MC fees
  • Marketing communications


6- Securing event speakers, moderators, MC’s

As an event organiser, you should select well-prepared and impressive speakers who will increase participation and make the event memorable for the audience. In addition, you should invite and inform speakers and conduct any necessary rehearsals with them before the event. To ensure the event runs smoothly, consider providing speakers with a schedule that explains their responsibilities. You should also consider the speakers' potential expectations, such as providing for their transportation and accommodations. 

  • Make deals/contracts with speakers
  • Get bio information, a photo, etc. 
  • Ask the talents to start promoting the event and sharing the event on their social profiles/websites
  • Technical onboarding of speakers: Make sure speakers are comfortable with Zoom, Google Meet, Teams or your chosen virtual event platform. Rehearse before the event.

7- Preparing event sponsorship options and looking for sponsors 

Sponsorships are the most effective and mutually beneficial way to give events a solid return on investment and a positive culture. Before organising the sponsorship for your event, you should make decisions regarding the scope of sponsorships, sponsors' rights, the terms and conditions of the sponsorship pricing, etc. 

  • Create a shortlist of previous sponsors
  • Create a list of similar events and check their previous sponsors
  • Find companies that target the same audience you do 
  • Prepare sponsorship packages. Be flexible and be open to new ideas from potential sponsors
  • Contact responsible people from the relevant companies (i.e. via LinkedIn)
  • Don’t forget to make contracts

8- Choosing your event management platform

Event organisers should decide whether to take registrations through a third-party event registration platform, such as Eventbrite, or through their own website. If you want your attendees to register through a website, you will need to work with a software developer to create an event-specific website and incorporate a payment method. 

An online event management platform facilitates and increases the effectiveness of your event management. Deal Room, one of the most widely used event management platforms in the world, serves several functions, such as live broadcasting, B2B matchmaking, registration etc. Additionally, Deal Room is accessible to event managers for all in-person, virtual, and hybrid events.


9- Defining ticket tiers and launching ticket sales

Designing the ideal event ticket, choosing a pricing strategy, and ensuring a smooth registration process for all your attendees should be top priorities for any event planning efforts. They should all be core elements of your event registration plan.

  • Decide whether to use a ticketing platform (i.e. Eventbrite) or your own website
  • Try to have different ticket options 
  • Release early bird tickets 
  • Keep on communicating. Even if it is sold out.

10- Legal Planning

An integral component of efficient event management is the law. Taking care of various legal issues is a part of event planning. The client and the event planner should have a written agreement outlining expectations, payments, cancellations, and all other factors involved. Before making any legal plans, you should check the venue, the vendors, the event platform, etc. Your legal department should review the agreements that will be made with you after you identify them. To work within the legal requirements of the nation where you hold the event, you should also seek support from a legal expert.

11- Platform, studio set up & Integrations 

    • Event profile on the platform: event name, definition, visuals, logo etc
    • Registration/Attendee lists imports
    • Event agenda
    • Different types of event sessions
    • Onboarding speakers
    • Sponsor, exhibitor, partner booths 
    • Studio integration
    • Attendee and speaker communication
    • Live or recorded streaming 
    • Rehearsals, practice sessions with speakers
    • End-user support 
    • Final check of all software solutions and A/V equipment


Execution of the event

At virtual events, ensuring speakers and moderators have a grasp of using the event platform is crucial. Apart from the rehearsals done days before the event, speakers can log in, check device settings, screen sharing, or interact with other participants 30 minutes before their own session. In case of any technical problems, the event organizer should have a back-up team ready to fix it and save the day. Live support teams should also come to the sessions for help. 

  • Technical checks: registration, login, session sound quality, recordings, streaming, interaction etc 
  • End user support for attendees, speakers, sponsors and exhibitors
  • Communications with attendees: notifications, announcements 
  • Real -time social media posts


After the event is over, it's valuable to analyze the results to see what worked and what didn't. Here are some activities that can help you improve future events.

Here are some activities to do after the event is done:

  • Export event analytics reports from the event platform: Final number of attendees, session participations, interactions, number of one-on-one meetings etc. 
  • Once the event is over, it’s a good idea to send an official email to all participants, speakers, sponsors and attendees. The email should thank everyone for their participation in the event and promote future events you may be sponsoring. In addition, this can be an opportunity to provide relevant information about relevant topics that speakers covered during their speeches or presentations.
  • If you need to obtain valuable insights from your event, post-event evaluations are an excellent way to do so. Use this information wisely by using it to improve future events that you may host and making sure attendees have a great time.
  • It's time to evaluate your event budget. What did you plan on spending? How much did it really cost? What money will you bring in, and how much of that can be attributed to the event?
  • After the event, it is important to keep people informed and engaged. Use social media to share highlights and photos, emails to send out information on the event. Develop a highlight video of your event that continues to elevate your brand – don't forget to promote this in all communication channels. Finally, send out a press release announcing the details of the event so the online and offline press can share information on it as well.
  • Evaluation and Lessons Learned: Post-event evaluation is the key to improving your next event. After you send out surveys, sit back and reflect on the feedback. Take time to consider what strengths, weaknesses and areas for improvement. Discuss the results and improvement points with your team. You can then use this information to make your next event better than ever before!

Keep this list handy to reference throughout the event planning process! Feel free to customize it based on your industry needs. Follow up with a colleague or friend to chat about your progress, or even schedule a time to review the event plan together.

How to Choose the Best Event Platform?

Utilizing an event platform can effectively streamline all event-related processes. An event management platform allows you to register participants, walk sponsors through the event plan step-by-step, and allow attendees to communicate with one another before and after the event. An event management platform can drastically reduce the time needed to complete various tasks. If you wonder how to choose the best event Platform, take a look at our blog post on “How to Choose the Best Event Platform?”

Once you have decided which event platform you will use, you can start setting up your event on the platform. Some platforms provide you event manager support, while others leave you alone with the software. As Deal Room Events, we assign event organizers a dedicated Event Success Manager. Besides, Deal Room is super simple and intuitive to set up the event by yourself.

The Best Event Management Solution: Deal Room Events

Deal Room Events provides a comprehensive set of tools for better planning and managing events. With its extensive event management features, you can also design customized event experiences for attendees and sponsors.

You can manage any face-to-face, virtual, or hybrid event with the AI-based platform, which focuses on better interaction and AI-powered matchmaking.

Deal Room Events offers a custom website plugin that allows you to integrate attendees, speakers, sponsors, and industry insights into your event website. A wide range of features is available, including instant chat, B2B meetings, virtual chat rooms, live sessions, advanced filtering, and networking.

Deal Room Events offers a powerful, feature-rich, and cutting-edge event management platform to help you organize better events that bring value, engagement, and leads to everyone. The Deal Room Events professional team is always available to respond to your inquiries and help you if you run into any difficulties.

March 7, 2023

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Adrian Zarif

Adrian Zarif

Event & Marketing Specialist

About me:

After seven years of translation experience in the management-related field and a passion for digital marketing, I was given the opportunity to work with the Cloud Markethink Agency and CloudTalk Global, the largest cloud computing event in Eurasia, as a team member to manage business events.

Additionally, working with Deal Room Events has provided me with a wonderful opportunity to reflect on and expand my experience as a content event marketing professional.

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