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Hybrid Events Checklist
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The first stepsStatusDetailsRemarks
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Set event name + theme
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Set date and time (factor in different time zones)
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Set event budget
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Set event goals or objectives
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Set number of attendees
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Event planning
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Draft event agenda
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Invite speakers to participate in your event + maintain a list
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Block calenders for pre-event rehearsals and event dates
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Choose virtual / hybrid platform
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Block in-person event venue
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Choose in-person event production partners and zero in on product equipment
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Create a core team for your event
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Assign event VJ
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Assign sound engineer
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Assign light engineer
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Assign DOP for online camera setup
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Hire professional show runner
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Familiarize core team with the event platform
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Invite sponsors to create their virtual booths (set a deadline by when they should do this)
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Configure networking tools for attendees
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Sharing personalized speaker instructions document (virtual and in-person)
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Sharing personalized attendee instructions document (virtual and in-person)
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Set up Mobile App for effective communication
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Are there any bandwidth restrictions for the employees who are connected from the office network/VPN? See whitelisting info
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Event set up guide
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Event logistics (in-person)
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Book travel and accomodation for staff (if applicable)
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Book travel and accomodation for speakers (if applicable)
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Book travel and accomodation for attendees (if applicable)
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Event promotion
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Create landing page for event registration
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Brand your event collateral and customize your virtual and in-person venue (based on the theme)
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Branding/basic details
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Test your attendee registration workflow to identify any loopholes
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Draft and design an event invite and review it
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Create a list of invitees
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Send out your invites and keep a count of registrations coming in
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Set up and dispatch reminder emails to invitees
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Carry out a dry run with your event speakers
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Draft a content outline for each speaker session or panel discussion and share it with the stakeholders
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Do a rehersal of sound and lighting at your in-person venue
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Clearly indicate to your speakers about any restrictions in event communications (competitor names etc)
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Carry out a dry run with your core team
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Schedule a tech run closer to the event date
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Define POCs (moderators, event tech support etc)
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Post-event
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Send out thank you emails to all attendees, speakers and sponsors
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Send out a survey to evaluate attendees' event experience
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Send out a recording of the event to attendees as well as non-attendees who were invited
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Carry out a feedback call with your core team to address learnings
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