Virtual Event Timeline Template

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September 5, 2021 - Author:

Virtual Event Timeline Template

Edit this template to fit your event. Create a timeline for each event and reuse from year to year as applicable.

1-3 months before event or more depending on size of event

Item

Target Date

Completion Date

Create Event Plan

·       Who, What, Why, When

·       Goals

·       Connection to Plan of Work

·       Financial Limitations

 

 

Create a Budget

·       Budget Tips and Tricks and Things to Consider: Go to the website

 

 

Determine Program Format

·       Meeting

·       Webinar

·       Trade Show Component

 

 

Book Speakers

·       Set up vendor if payment is required

 

 

Create Preliminary Agenda of Event

 

 

Post your event on the MSU Extension events calendar

·       Post early and include preliminary information and update once details are finalized

·       https://www.canr.msu.edu/eventservices/training-materials/post-events-in-dotcms

 

 

Create Sponsor Packages, If needed

·       Create system for tracking sponsorships

 

 

Send Potential Sponsors Materials

 

 

Create Promotional Materials

·       The marketing checklist provides a list of possible communication and promotional tactics that can be used.

·       https://www.canr.msu.edu/resources/msu-extension-marketing-checklist

 

 

Build and Open Registration System

 

 

Send Promotional materials to Potential Participants

 

 

Determine Virtual Needs

·       Playing videos

·       Interaction components

 

 

Set up Zoom Link,

·       Enable waiting room feature if desired

·       Select mute and no-video for all upon entry

·       Create Zoom password (numbers are best practice)

·       Enable pre-assign breakouts if meeting format

·       Add survey or promotional components if in webinar format

 

 

2-8 weeks before event or more depending on size of event

Item

Target Date

Completion Date

Double Check that all Contracts are Signed and Returned

 

 

Review Speaker Assignments and Needs

·       Make sure there is someone to host, and tech check each presenter/speaker if there are multiple speakers

·       Conduct tech checks

 

 

Monitor and manage registration list

·       Double check to ensure payments have been made

·       Email invoices to balance dues to try to collect all money before event

·       Cancel duplicates

·       Cancel those who haven’t paid/don’t send information to them?

·       Answer participant questions

 

 

Start Assembling Materials

·       Uploading materials to access point

·       Prepping kits for pick up

·       Prepare agenda with zoom links

 

 

5 to 15 Days Before Event

Item

Target Date

Completion Date

Create hot list of critical phone numbers

·       Share with speakers/moderators/tech support

 

 

3-5 Days Before Event

Item

Target Date

Completion Date

Reconfirm with speakers and touch base with hosts to ensure everything is all set with speakers

 

 

Send participant names to speakers, if needed

 

 

Get presentations from the speakers, if possible, to preload them on the computer

 

 

Set up Zoom polls if applicable

 

 

Pull reports if putting attendees in breakout rooms.

 

 

Create breakout rooms in Zoom’s excel format with registration reports

 

 

1 Day Before Event

Item

Target Date

Completion Date

Double check registration list and balance dues – update any invoices, etc.

·       Cancel those who haven’t paid/don’t send information to them?

 

 

Save any presentations onto computer.

 

 

Save videos onto computer or bookmark online videos.

 

 

Send reminder email with Zoom information and any materials needed

 

 

Days of Event (especially day 1)

Item

Target Date

Completion Date

Send final reminder email with Zoom information and any materials needed

 

 

Welcome guests

 

 

Help speakers get set and comfortable with room

·       Have speakers and hosts join early

 

 

Double check that everything is set for each transition at least one hour before the transition happens to make sure everything is set

 

 

Send evaluation link or demographic survey link in chat if needed

 

 

After the Event

Item

Target Date

Completion Date

Save Zoom usage report, poll reports, participant registration reports and save to computer

 

 

Follow up on Balance Dues

 

 

Send out evaluation, if needed

 

 

 

Write thank you letters to speakers and others who need thank you letters

 

 

Send out recording links if needed

 

 

 

Send CEU credit information to organizer or crediting agency with participant information

 

 

Pay invoices

 

 

 

Finish budget with actuals

 

 

 

Synthesize evaluations

 

 

 

Complete PEARS and any additional reporting requirements

 

 

 


Contact:
ANR Event Services, events@anr.msu.edu,  (517) 353-3175, https://www.canr.msu.edu/eventservices/events@anr.msu.edu

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Tags: anr event services, msu extension

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