create a checklist to host a virtual summit

Pre-planning

Determine the purpose and goals of the virtual summit

Define the target audience and ideal speakers

Set a budget for the event

Decide on the date and duration of the summit

Establish the theme and topics to be covered

Create a timeline for planning and execution

Speaker Management

Research and invite potential speakers

Confirm speaker availability and obtain their agreement to participate

Coordinate speaker logistics, such as session topics and presentation requirements

Collect speaker bios, headshots, and presentation materials

Schedule and conduct speaker rehearsals or tech checks

Platform and Technology

Select a virtual summit platform that suits your needs

Set up the virtual event platform and customize it with branding

Ensure the platform has necessary features like live streaming, chat, and Q&A

Test the platform and troubleshoot any technical issues

Create a backup plan in case of platform failures

Marketing and Promotion

Develop a marketing strategy and timeline

Create promotional materials such as graphics, videos, and social media posts

Utilize email marketing to build hype and engage potential attendees

Leverage social media platforms and influencers to spread the word

Monitor and track the effectiveness of marketing efforts

Attendee Registration and Support

Set up an online registration system for attendees

Collect necessary attendee information during registration

Send confirmation emails with event details and login instructions

Provide technical support to attendees before and during the event

Create a helpdesk or support system to address attendee inquiries

Content Creation and Preparation

Plan the summit agenda and session schedule

Coordinate with speakers to gather their presentation materials in advance

Create session introductions and transitions

Prepare any additional content like downloadable resources or handouts

Rehearse and practice running the virtual summit sessions

Live Event Execution

Conduct a final run-through of the event flow and schedule

Start the virtual summit on time and welcome attendees

Introduce speakers and facilitate smooth transitions between sessions

Monitor and moderate the chat or Q&A functionality during sessions

Troubleshoot any technical issues that arise during the event

Post-Event Activities

Collect attendee feedback through surveys or evaluations

Send post-event emails thanking attendees and providing any promised resources

Share recordings or replays of the summit sessions, if applicable

Analyze event metrics and data to assess its success

Review and document lessons learned for future virtual summit planning