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Virtual Event Planning – Best Practices A White Paper by Infinite Conferencing 3 www.infiniteconferencing.com 1-888-203-7900 Overview Planning a virtual event is much like organizing a traditional event—there are many details to consider,. The ConnectHomeUSA Team has prepared a step-by-step list and suggested timeline to assist in planning a virtual event. The ten steps highlighted here include: 1. Identify Event Goals and Specifics 2. Develop an Event Timeline 3. Identify a Virtual Platform 4. Set the Agenda 5. Set Up the Event on Your Virtual Platform 6.

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Choose a virtual event platform or an online conferencing platform for the event. Decide on marketing materials: Will it all be virtual documents, will there be swag such as t-shirts, hats, or pins, etc. Set prices for attending the event. Establish how attendees will pay for and obtain tickets to the virtual event. Write blog posts about your event and publish on your website. Create a promotional video and publish on social media channels (and those of your sponsors) 12. Finalise venue or platform details. If you’re holding your event in person, make sure you’re aware of all the small print associated with venue hire.

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Order hold-the-date cards. Set marketing schedule. Develop press release. Hire photographer. Investigate need for special permits. 3 to 6 Months before the event. Send requests for sponsors. Review with graphic designer invitations, programs, posters, etc. Prepare final copy for invitations, return card, posters.

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Your event site plan and Planning Document in one place. Our event planning checklist template includes tips on how to align the detail you add in the document with your event plan in the OnePlan studio. As you work your way through the Event Management Form, map up each item in your event studio that you can share with your team and partners.

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Make an appointment with the SOC if you would like assistance planning your event or co-sponsoring an event. Select event date and time. Determine the virtual platform and who will host the club or the partner/employer. Determine if registration will be required. If using Zoom we recommend using the registration within the platform.

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The event planning checklist template introduces the main activities and tasks for a planning period of 12 months and more. 12 months+. The planning of the events with the number of guests of more than 75 usually begins 12 months ahead. One of the first steps of event planning is identifying event goals and objectives, date (s) selection, venue ....

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As programs and events are being developed and taking the place in virtual spaces due to the COVID-19 pandemic, access for students with disabilities is too often an afterthought. When designing your virtual program or events, accessibility should be a priority and central to the planning process from the beginning.

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Here is a virtual event checklist you need to follow during the virtual event. #1. Keep the attendees engaged with your event. Keep the attendees engaged during the event. You can incorporate live polls, surveys, Q&A sessions, games, quizzes, contests amid sessions to keep attendees engaged throughout. #2. Planning ahead and knowing your tools and audience. Here at CIC, we host dozens of events each month. We’ve seen firsthand, over the course of years, what makes or breaks a successful virtual gathering. So we wanted to share our process to help make your virtual event smooth sailing. Use the checklist below as a guide in your event planning.

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Our friends at Endless Events published a very helpful 12 page PDF guide for virtual event planners. It is much more than a simple checklist, it includes multiple lists and an extensive timeline. It is much more than a simple checklist, it includes multiple lists and an extensive timeline.

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further details and explanation on creating event backup links for Teams Live Events.) ***Think K.I.S.S. when planning your virtual event, Keep It Simple, Simple*** GENERAL VIRTUAL EVENT TIMELINE Virtual events consist of Pre-Event, During and Post Event planning. Use or customize the timeline below based on your actual event and event needs..

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Considerations when planning virtual meetings and events As travel restrictions increase globally, resulting in the postponement of many medical conferences, medical and marketing teams are re-evaluating their 2020 plans and looking for alternatives to face-to-face activities to continue to deliver.

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However, virtual events do bring new challenges to event planning. Luckily, we’ve taken note of these challenges to help guide you in your quest to a wildly successful virtual event. Use our Virtual Events Checklist as a planning guide for your next online event. It’s designed to walk you through setting up a virtual event from beginning to.

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