A Virtual Conference Checklist

We are so passionate about virtual events here at vConferenceOnline because they are the best lead gen strategy that we’ve ever seen. However, to reach the fullest potential, a virtual conference must be well organized and strategic in all steps to pull off this type of event.

Because we’ve helped over 1,000 brands host a virtual event, we have it down to a science. In order to support your next virtual conference, here is a checklist you can print off, hang on the wall and use it to organize your event.

Planning

Don’t get ahead of yourself and start promoting your event without having all of the details in place.

  • Name your virtual conference
  • Get a logo designed for your event
  • Write a tagline for your event
  • Choose the date(s) it will stream
  • Hone in on your budget
    • Budget for conference platform
    • Budget to promote event
    • Budget to pay speakers (optional)
  • Determine if you want to have vendor booths
  • If having vendor booths, do you want to charge?
  • Determine goals for your virtual conference
    • Target number of attendees
    • Number of qualified leads
    • Decide how many speakers you want
    • Establish if you are doing the event for lead gen and/or monetization
  • Make a list of speakers that would appeal to your target consumers

Organizing

Once your details are outlined, it’s time to do some actionable steps to pull off your virtual conference.

  • Pitch potential speakers
  • Create a landing page for your event’
    • Presentation timeslots 
    • Speaker bios and headshots
    • Lead capture form
  • Set up the workflow and emails that go out to people who register for your event
  • Make a marketing plan for your conference
  • Build out the virtual environment
    • Conference halls
    • Vendor booths
    • Resource library
    • Networking lounge
  • Create resources for speakers

Promoting

A good rule of thumb is to start promoting your virtual conference 6 weeks before it goes live.

  • Create graphics for social media
    • LinkedIn
    • Facebook
    • Twitter
    • Instagram
  • Utilize both paid and organic posting on all of your social channels
  • Pre-write social posts and email copy for your speakers to leverage to their audience
  • Purchase email blasts from like-minded brands
  • Research digital newsletter slots
  • Email your brand’s network of contacts
  • Incentivise attendees to invite their connections
  • Write guest posts on high profile blogs linking to your conference landing page
  • Publish a press release about your event

Post-Event 

After your event streams, your work isn’t done as you can still leverage your event after it takes place.

  • Publish recording of your event
  • Email out the landing page for recording of presentations
  • Create a lead nurturing program for everyone who registered
  • Analyze data/goals
  • Send thank you notes to speakers

If you want some actionable virtual events insights, we are hosting a virtual conference about virtual events best practices on June 29th and we’d love to see you there! Sign up for free here.

Leave a Reply

Your email address will not be published.