{"id":21890,"date":"2024-06-18T12:00:16","date_gmt":"2024-06-18T06:30:16","guid":{"rendered":"https:\/\/wp-eventmanager.com\/?p=21890"},"modified":"2025-07-21T14:10:36","modified_gmt":"2025-07-21T08:40:36","slug":"virtual-event-planning-checklist","status":"publish","type":"post","link":"https:\/\/wp-eventmanager.com\/virtual-event-planning-checklist\/","title":{"rendered":"Ultimate &#038; Authentic Virtual Event Planning Checklist"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Without planning and proper execution of defined strategies, you will lack in making your virtual events popular among the public or the potential attendees. Do you want to know about the virtual event planning checklist for a successful virtual event?<\/span><\/p>\n<p class=\"text-center\" style=\"width:100%\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/wp-eventmanager.com\/wp-content\/uploads\/blog-images\/2020\/ultimate-authentic-virtual-event-planning-checklist\/event-planning-checklist.jpg\" alt=\"event planning checklist\" width=\"1080\" height=\"400\" title=\"\"><\/a><\/p>\n<p><span style=\"font-weight: 400;\">Here we have researched and organized an event planning checklist that you have to keep an eye on during your planning phase.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Choose And Review Methodologies And Technologies For Your Virtual Event<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Speaking about virtual events, planning, and evaluation of your defined strategies play a vital role in the success of events. As far as the virtual event planning is concerned, the major thing to keep under observation is the use of such technologies and methodologies which your participants can easily adapt to.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For this reason, you must work together with the facilitators, presenters, and the rest of the event management team to define objectives and plan the program in time with defined methods. This level of virtual event planning will enable the execution of an individualized and interactive virtual experience, with relevant content that captures attendees attention. Here are some helpful questions as a starting point of Event Planning Checklist:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">How much time does the public have to participate?<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">What is the purpose behind conducting this virtual event?<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Are they aware of the new technologies?<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">By which device or devices do members of your audience usually connect?<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">What the public is interested in: learning\/practicing\/improving?<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Do they need to interact with each other, or can they work individually?<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This initial diagnosis will permit you to determine the dynamics of the event and identify whether it will be done so synchronously (interacting in real-time over the video, audio, and chat).<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Event Planning Checklist Key Points<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">These are 5 points to consider when planning a virtual event:<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Identify the platform that best suits your goals<\/span><\/h3>\n<p class=\"text-center\" style=\"width:100%\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/wp-eventmanager.com\/wp-content\/uploads\/blog-images\/2020\/ultimate-authentic-virtual-event-planning-checklist\/best-platform-for-goals.jpg\" alt=\"best platform for goals\" width=\"1080\" height=\"400\" title=\"\"><\/a><\/p>\n<p><span style=\"font-weight: 400;\">Choosing a suitable platform for your virtual event is crucial to run it smoothly. Here we recommend an efficient event management plugin like <\/span><strong><a href=https:\/\/wp-eventmanager.com\/>WP Event Manager<\/a><\/strong><span style=\"font-weight: 400;\"> to manage your virtual events. It has several premium extensions that can take your virtual events to the next level. Some of these extensions are specifically designed to handle virtual events and that include <\/span><strong><a href=https:\/\/wp-eventmanager.com\/product\/wp-event-manager-zoom\/>Zoom<\/a><\/strong><span style=\"font-weight: 400;\">, <\/span><strong><a href=https:\/\/wp-eventmanager.com\/product\/expo-networking\/>Expo Networking<\/a><\/strong><span style=\"font-weight: 400;\">, and <\/span><strong><a href=https:\/\/wp-eventmanager.com\/product\/speaker-and-schedule\/>Speaker and schedule<\/a><\/strong><span style=\"font-weight: 400;\">. In addition to that there are addons like <\/span><strong><a href=https:\/\/wp-eventmanager.com\/product\/wp-event-manager-registrations\/>Registration<\/a><\/strong><span style=\"font-weight: 400;\"> and <\/span><strong><a href=https:\/\/wp-eventmanager.com\/product\/wp-event-manager-sell-tickets\/>Sell Tickets<\/a><\/strong><span style=\"font-weight: 400;\"> that take care of your event registration and ticket sales. <\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Marketing Options<\/span><\/h3>\n<p class=\"text-center\" style=\"width:100%\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/wp-eventmanager.com\/wp-content\/uploads\/blog-images\/2020\/ultimate-authentic-virtual-event-planning-checklist\/event-planning-marketing-option.jpg\" alt=\"event planning marketing option\" width=\"1080\" height=\"400\" title=\"\"><\/a><\/p>\n<p><span style=\"font-weight: 400;\">The next point on the event planning checklist is to search out for the marketing options that are feasible and economical too. While opting for marketing platforms, keep the main objective in mind, which is to get more attendees. There are a variety of addons available, which can help you send email notifications, sync extensive data, and more to manage the marketing of your events. For this, WP Event Manager provides support through its 8 different add-ons, each having unique features and functions. These addons are:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><a href=https:\/\/wp-eventmanager.com\/product\/wp-event-manager-emails\/>Emails<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><a href=https:\/\/wp-eventmanager.com\/product\/hubspot-crm\/>HubSpot CRM.<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><a href=https:\/\/wp-eventmanager.com\/product\/wp-event-manager-mailchimp\/>Mailchimp.<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><a href=https:\/\/wp-eventmanager.com\/product\/salesforce-crm\/>Salesforce CRM.<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><a href=https:\/\/wp-eventmanager.com\/product\/wp-event-manager-sendinblue\/>Sendinblue.<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><a href=https:\/\/wp-eventmanager.com\/product\/zoho-crm\/>Zoho CRM.<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><a href=https:\/\/wp-eventmanager.com\/product\/active-campaign\/>Active Campaign.<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><a href=https:\/\/wp-eventmanager.com\/product\/constant-contact\/>Constant Contact.<\/a><\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">There must be numerous digital platforms on your event planning agenda to review and choose which one is the most convenient for your particular event promotion. You can have a look at some of the paid and unpaid options to mentioned below for event marketing:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Facebook event promotion.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Promoting event through guest posts.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Digital banners on different websites.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Paid ads on social media.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">3. Registrations and Tickets<\/span><\/h3>\n<p class=\"text-center\" style=\"width:100%\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/wp-eventmanager.com\/wp-content\/uploads\/blog-images\/2020\/ultimate-authentic-virtual-event-planning-checklist\/sell-ticket-plugin.jpg\" alt=\"sell ticket plugin\" width=\"1080\" height=\"400\" title=\"\"><\/a><\/p>\n<p><span style=\"font-weight: 400;\">Here comes one of the most important things to consider while doing a virtual event planning checklist. Registrations are very important because they provide many insights, including:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Estimating the number of attendees you are going to have for your event.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Allowing you to estimate the revenue generated.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Helping you in event planning agenda related to infrastructure requirements.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">There are multiple ways you can integrate registration into your events. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, the simplest and most effective one is WP Event Manager Plugin&#8217;s Registration Add-on as it allows easy integration and simplifies the registration process through a customizable form. Using this addon, organizers can get the following benefits:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Manage the registration status of your attendees easily.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Manage the attendees list by filtering registration time and status.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Get a well-organized frontend and backend dashboard.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Freedom to customize your event&rsquo;s form.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Send registration confirmation emails to your attendees.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Easily transfer the registered user data into an excel sheet.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Along with the registrations, you must have to put &#8220;Selling Tickets&#8221; on your virtual event planning checklist. For that, you do not need to develop any module to be integrated with your website for the desired purpose. There are plenty of addons available out there to handle such event management related tasks, and we recommend using our addons because of their ease of use and extraordinary features.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Financial Planning<\/span><\/h3>\n<p class=\"text-center\" style=\"width:100%\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/wp-eventmanager.com\/wp-content\/uploads\/blog-images\/2020\/ultimate-authentic-virtual-event-planning-checklist\/financial-planning-for-event.jpg\" alt=\"financial planning for event\" width=\"1080\" height=\"400\" title=\"\"><\/a><\/p>\n<p><span style=\"font-weight: 400;\">Finance and technology are considered as the backbone for organizing virtual events. So, you have to pay special attention to them during your virtual event planning, and execution. You have to call guest speakers, make arrangements, hire staff with you for troubleshooting during sessions and arrangements, and for all these things, you have to pay money. Now, the whole planning is executed around the goal to meet the financial requirements.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You get time for all these financial planning when you get technical support of highly advanced <\/span><span style=\"font-weight: 400;\">event manager WordPress plugin<\/span><span style=\"font-weight: 400;\">s. Considering various factors, we concluded that WP Event Manager Plugin offers the best and most affordable pricing structure for its addons which can be purchased by businesses of all sizes.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">5. Feedback Options<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Last but not the least, you must have this point on your event planning checklist. To be able to attract more attendees to your virtual events, you have to incorporate the suggestions and the feedback from your audience. By doing this, you can evolve and improve your virtual event planning and be able to organize events in a way that your target audiences like it to be.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are plenty of options available, including the best one that allows the attendees to fill up a quick survey at the end of the session, which ultimately gets you a lot of responses.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Event Planning Checklist Division<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The event planning checklist can be divided into 3 major sections:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Before the event.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">During the event.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">After the event.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">In each section, you will cover different categories of things. For example, in the first section, we cover &ldquo;how to choose software\/hardware platforms,&rdquo; &ldquo;how to communicate with the participants,&rdquo; &ldquo;what to consider in the registration form,&rdquo; and more.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In the second section, categories like &ldquo;during the session streaming&rdquo; and &ldquo;how to advocate your sponsors and exhibitors.&rdquo; and others are included. In the final section, you will know &ldquo;how to follow up with participants&rdquo; and other considerations for after the event ends.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here&rsquo;s a sample of what you&rsquo;ll see within the virtual event planning checklist:<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Before the event day<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Event format planning is done before the conducting any event, for this, you may consider the following things:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Choose to Live stream, pre-record videos, or a use a hybrid of the two according to the event&rsquo;s needs (this is important in deciding which software platform to use).<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Decide if the event should be extended a few more days.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Decide the content distribution strategy: whether to form all content public or restrict to registrants only.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">If attendees span over an outsized geographical area, consider recording sessions and permit on-demand replay.<\/span><\/li>\n<\/ul>\n<p><strong>Choose platforms:<\/strong><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Streaming platform like Zoom when conducting: webinar, official and non-official conferences, summits, virtual concerts, exhibitions, educational fair and more.<\/span><\/li>\n<li style=\"font-weight: 400;\">Attendee interaction tool. Depending on your needs, you&rsquo;ll choose a comprehensive platform, for example, WP Event Manager&rsquo;s <strong><a href=https:\/\/wp-eventmanager.com\/product\/expo-networking\/>Expo Networking<\/a><\/strong><span style=\"font-weight: 400;\"> addon enables the attendees to directly interact with the speakers, among themselves through various interactive sessions and more.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">2. During the event<\/span><\/h3>\n<p><strong>During session streaming consider these points:<\/strong><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Start every session 15 minutes earlier to check the device and network.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Prepare for and react to any disruption (e.g. violation of code of conduct, streaming cut off due to technical issues).<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Mute\/unmute and disable\/enable video of participants accordingly.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Collect and moderate online Q&amp;A.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Start and organize fun activities.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Coordinate online gamification such as a photo contest.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Start virtual meet-ups.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Consider adding networking sessions, interactive booths, interaction with speakers or experts, and more.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">3. After the Event<\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Look for a storage service to store the archived videos.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Follow up with the participants.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Send attendee surveys to collect their feedback for the virtual experience.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Check with speakers, volunteers, and moderators and express your gratitude for their efforts in this special event.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Follow up with sponsors and exhibitors to thank them for their support during the tough time, and see if they reached their goal.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">Conclusion<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">If you haven&rsquo;t kept these things on your event planning checklist for the last events, then try them out for your upcoming virtual events and observe the success rate and the customer&rsquo;s feedback. There are a lot of other things to be incorporated during virtual event planning; however, we have made it very short and tried to include all the information, so that readers can easily follow it and increase the chances of making their virtual events successful.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Lastly, all these points on the event planning checklist can become easier to follow if you are using WP Event Manager Plugin for your virtual events.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Without planning and proper execution of defined strategies, you will lack in making your virtual events popular among the public or the potential attendees. Do you want to know about the virtual event planning checklist for a successful virtual event? Here we have researched and organized an event planning checklist that you have to keep [&hellip;]<\/p>\n","protected":false},"author":22770,"featured_media":58047,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[352],"tags":[1110,1099,1053,448,420,1646,1709,1710,831,830,1013,1067,1620,1482,1313,1677,1712,1622,1711,808,1118,1528,1663,809],"class_list":["post-21890","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-events","tag-attendees","tag-event","tag-event-attendees","tag-event-management","tag-event-manager","tag-event-manager-plugin","tag-event-manager-wordpress","tag-event-organizer","tag-event-planning","tag-event-planning-checklist","tag-event-tickets","tag-events","tag-expo-networking-plugin","tag-registration","tag-registration-plugin","tag-sell-tickets-addon","tag-selling-tickets","tag-virtual-conferences","tag-virtual-event-platform","tag-virtual-events","tag-wordpress-event","tag-wordpress-event-plugin","tag-wordpress-events-manager","tag-zoom-meetings"],"acf":[],"_links":{"self":[{"href":"https:\/\/wp-eventmanager.com\/wp-json\/wp\/v2\/posts\/21890","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/wp-eventmanager.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/wp-eventmanager.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/wp-eventmanager.com\/wp-json\/wp\/v2\/users\/22770"}],"replies":[{"embeddable":true,"href":"https:\/\/wp-eventmanager.com\/wp-json\/wp\/v2\/comments?post=21890"}],"version-history":[{"count":0,"href":"https:\/\/wp-eventmanager.com\/wp-json\/wp\/v2\/posts\/21890\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/wp-eventmanager.com\/wp-json\/wp\/v2\/media\/58047"}],"wp:attachment":[{"href":"https:\/\/wp-eventmanager.com\/wp-json\/wp\/v2\/media?parent=21890"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/wp-eventmanager.com\/wp-json\/wp\/v2\/categories?post=21890"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/wp-eventmanager.com\/wp-json\/wp\/v2\/tags?post=21890"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}