Virtual and Hybrid Event Planning Checklist

Planning events always involves some degree of uncertainty and last-minute changes, but the pandemic has altered the event planning landscape like never before. In fact, events have largely shifted to virtual and hybrid layouts, prompting many event planners and businesses to entirely rethink how they host events.

The increased popularity of online events can be seen in the virtual events industry size. According to Grand View Research, the global events market was valued at $94.04 billion by 2020. That industry is predicted to continue to grow by 23.7% from 2021 to 2028.

But hosting a hybrid or virtual event brings about some unique challenges, and your event planning checklist will look very different. A quality virtual or hybrid event can be a valuable marketing tool or can bolster your business’ reputation, but it’s important to take steps to ensure that event goes well.

Virtual vs. Hybrid Events: How to Decide?

Both virtual and hybrid events offer many benefits and are appealing alternatives to traditional live events. Both come with downsides, too, so you’ll need to carefully consider which format is right for your goals.

Virtual Events

Virtual events tend to be more affordable to put on, because there’s no need to rent an official event space. A simple virtual event can be organized quickly, and it’s easy to reach a broad audience of attendees who otherwise might not attend an in-person event. These events are also easy to promote online.

Because speakers and presenters can be located anywhere, a virtual event can help you to book speakers who you might not otherwise be able to book. You can potentially put on a more valuable event for attendees, and since these events are recorded, they create long-term value.

Virtual events can be live or pre-recorded. The pre-recorded option gives you more control over challenges like speakers who are running late or technical issues, but you’ll lose personal connections and the ability to interact with your audience.

You’ll also need to think about ways to increase engagement in virtual events. Audience members are sure to face distractions as they watch your event, so it’s helpful to keep sessions short and interactive when possible.

Hybrid Events

Hybrid events generally consist of situations where some participants attend your event in-person and live, while others attend virtually, melding the two event types. Just like completely virtual events, hybrid events can increase your audience reach without driving up costs. Because these events take place live and you have people present in a room with you, it’s usually easier to keep these types of events engaging and interactive.

Hybrid events offer flexibility and convenience. They do require some logistical planning, and you will need to be prepared to troubleshoot technical issues that might arise, given the live format.

When choosing a virtual or hybrid event format, think carefully about the type of information you’re trying to relay and the greatest challenges that you’re facing. A virtual or hybrid format can help to solve some logistical and financial challenges, and chances are that one of these formats is right for your event.

A Comprehensive Virtual Event Planning Checklist

Plenty of details go into planning a successful virtual event, so a detailed virtual event planning checklist can help to guide you through the process and ensure you don’t overlook anything.

Before the Event

• Define the purpose of your event
• Determine the title and theme of your event
• Define your goals for the event
• Choose your event format and platform
• Schedule your event date and time
• Create an event budget
• Identify and develop sponsorship opportunities and goals
• Develop an event timeline and checklist
• Identify session topics and contact speakers
• Establish your event team and their roles and responsibilities
• Develop an event logo, landing page, and other branding
• Perform initial marketing with save the date information
• Determine ticket pricing
• Determine how you’ll engage with attendees
• Create your program agenda
• Schedule trainings or calls with speakers
• Establish a list of potential sponsors and vendors and contact them with event information
• Confirm speaker bookings and collect logo and bio information
• Perform event marketing and publicize ticket prices and registration deadlines
• Test the event platform that you’ll be using, including a livestream with presenters
• Finalize sponsor and vendor information and gather logos
• Test features like surveys and polls that you’ll be using live
• Develop a post-event survey to collect feedback
• Provide attendees with information on how the event will run
• Establish a technical support team and provide attendees with their contact information
• Develop a strategy for internal communications to troubleshoot issues that occur during the event

During the Event

• Meet with your team for any last-minute updates before the event
• Provide presenters with tech support information before the event starts
• Schedule and begin social media blasts during the day of the event
• Send out your event reminder email to participants
• Check in with vendors to make sure equipment is working
• Troubleshoot any issues that occur

After the Event

• Collect feedback from attendees and speakers, and send out surveys to speakers
• Gather analytics from your event platform
• Debrief with your team, review your goals, and review your metrics
• Balance your budget and calculate your ROI
• Thank sponsors, donors, participants, vendors, and anyone else involved. Share metrics with participants.
• Follow up with any inquiries

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A Comprehensive Hybrid Event Planning Checklist

From determining the equipment needed for a hybrid meeting to ensuring that everything lines up on your event day, planning a hybrid event consists of many logistics. This hybrid event checklist can help you make sure that you plan for everything.

Before the Event

• Define the purpose of your event
• Determine the title and theme of your event
• Define your goals for the event
• Schedule your event date and time
• Determine how the event will run, including which elements are in person and how you’ll handle the virtual elements - will they be live or pre-recorded?
• Choose your event format and platform
• Determine your in-person venue and book the venue
• Create an event budget
• Identify and develop sponsorship opportunities and goals, and whether those opportunities are online, in person, or both
• Develop an event timeline and checklist
• Develop an event logo, landing page, and other branding
• Identify session topics and contact speakers
• Get local COVID-19 data from your local health authorities and start building a COVID-19-safe plan for in-person attendees
• Establish your event team and their roles and responsibilities
• Perform initial marketing with save the date information
• Determine your pricing structure
• Determine how you’ll engage with attendees
• Create your program agenda
• Plan your on-site layout for each session
• Schedule trainings or calls with speakers
• Establish a list of potential sponsors and vendors and contact them with event information
• Work with the venue to address technology needs, plan room layouts and lighting, and order food and refreshments
• Confirm speaker bookings and collect logo and bio information
• Perform event marketing and publicize ticket prices and registration deadlines
• Test the virtual event platform that you’ll be using, including a livestream with presenters
• Do a dry, in-person run if possible
• Finalize sponsor and vendor information and gather logos
• Work with speakers to determine their lodging needs
• Send speakers driving directions, parking passes, and other materials
• Test features like surveys and polls that you’ll be using live
• Get your in-person COVID-19 safety plan approved by local health officials, if needed
• Develop a post-event survey to collect feedback
• Provide attendees with information on how the event will run
• Establish a technical support team and provide attendees with their contact information
• Develop a strategy for internal communications to troubleshoot issues that occur during the event

During the Event

• Meet with your team for any last-minute updates before the event
• Provide presenters with tech support information before the event starts
• Schedule and begin social media blasts during the day of the event
• Send out your event reminder email to participants
• Check in with vendors to make sure equipment is working
• Troubleshoot any issues that occur

After the Event

• Collect feedback from attendees and speakers, and send out surveys to speakers
• Gather analytics from your event platform
• Debrief with your team, review your goals, and review your metrics
• Balance your budget and calculate your ROI
• Pay your venue invoices
• Thank sponsors, donors, participants, vendors, and anyone else involved. Share metrics with participants.
• Follow up with any inquiries

Don’t Go It Alone!

Virtual events are here to stay. Statista reports that 52% of people surveyed for their October 2020 study plan to attend events both in-person and virtually after the pandemic. Hybrid and virtual events are now a standard part of business, so if you haven’t hosted one yet, you likely will soon.

Even if you’ve previously hosted in-person events, planning a virtual or hybrid event is full of new challenges. A virtual event producer can help to ensure that your event goes smoothly and portrays your business in the best light.

An event producer will help you to strategize your event while drawing your attention to the details that matter most. Their experience in virtual and hybrid events is an asset in everything from event promotion to technical support, and the event producer will ensure that you’re well-prepared and set up for success.

Event producers are heavily involved, and since they help to coordinate training, run-throughs, and more, they mean there’s less weight on your shoulders and you’ll save time. It’s much easier to balance planning your event with your everyday responsibilities when you have a pro on your team.

If you’re planning a virtual or hybrid event, AMP Event Group can help. Contact us today to learn more, and let’s ensure that your upcoming event is a success.