Before anin-person Event

☐ / T-6 weeks:Identify your target audience, understand their challenges and questions, and ensure your device/product/presentation/demo can address their needs.
☐ / Plan your event content including speakers, moderator, demos, presentation, Q&A.
☐ / T-4 weeks:Identify a venue and reserve your space.
☐ / Choose your date(s)—remember not everyone is available at the same time. Plan to record and make your content available for download. Require email to download so you can follow up.
☐ / Promote the eventon your website.
☐ / Send out invitation emails and link to your online details and event registration.
☐ / Confirm speakers, food, equipment, presenters, etc.
☐ / Send out a reminder email and include link to online registration site.
☐ / T-24hours:Send out a reminder emailandPRACTICE, PRACTICE, PRACTICE!

At the Event

☐ / 1 hour early: Show up early and make sure the room is ready.
☐ / Hang a room banner and directional signage if needed to help attendees find you.
☐ / Hang posters in the room that reinforce value and your contact info.Have extras copies to hand out.
☐ / Play some high-energy music to raise the energy in the room and get people excited.
☐ / Use a curtain warmer or event title/message while people are coming into the event
(it could include slides for your key message, logo, CTA, and contact info).

After the Event

☐ / T+ 24 hours:Post event resources on your website.
☐ / Send a thank-you emailto attendees. Maximize its impact and add value by:
  • Asking for feedback, include a link to your online survey asking attendees to rate the value of your event presentations.
  • Offering incentives to attendees.
  • Including a strong call to action, encouraging customers to call for more information or a demo.

☐ / Follow up with a call down that conveys the following messages and solicits input:
  • Thanks for joining us.
  • Was the event helpful?
  • Do you have any questions or feedback?

☐ / Send a “Sorry we missed you” note toinvitees who did not attend. Maximize its impact and add value by:
  • Providing access to event handouts and materials.
  • Includinga special offer/incentive if available.
  • Including a strong call to action, encouraging them to call for more information or a demo.

Before hosting anonline Event

☐ / Identify webcast vendor/resource.There are many tools if you choose to host your own, and numerous hosting vendors. Consider functionality: broadcast, audio, interactivity (can viewers ask live questions?), recording, polls.
☐ / Identify your target audience, understand their challenges and questions and ensure your device/product/presentation/demo can address their needs.
☐ / T-6 weeks:Plan your event content including speakers, moderator, demos, presentation, Q&A.
☐ / Choose your date(s)—remember not everyone is available at the same time. Schedule more than one time to present and/or arrange to make your content available for download. Require email to download so you can follow up.
☐ / T-4 weeks:Reserve your speakers, vendor, and moderator.
☐ / Send out your “Savethedate”emailto target audience and set up your registration site.
☐ / Promote the eventthroughyourwebsite, social media, free webinar listings, WOM, and your partners.
☐ / Send out invitations and include a link to yourregistration site.
☐ / Confirm speakers, food, equipment, presenters, etc.
☐ / T-24hours:Send out a reminder emailandPRACTICE, PRACTICE, PRACTICE!
☐ / Create an online survey so attendees canrate the value of your event presentations.

DAY of the Event

☐ / 1 hour early:Set up your webinar room.
☐ / Log into the webinar—your presenter should be logged in and presenting their screen.
☐ / Review event experience guidelines: Are you doing a Q&A?
Will attendees be able to ask questions live? Is the recording session set up?
☐ / Use pre-webinar curtain warmer or pre-webinar announcements slide to engage audience right away.
☐ / Start at 2 minutes after (to give people time to call in).

After the Event

☐ / T+ 24 hours:Post event resources on your website.
☐ / Send a thank-you note to attendees. Maximize its impact and add value by:
  • Asking for feedback, perhaps enclosing the link to an online survey asking attendees to rate the value of your event presentations.
  • Including a strong call to action, encouraging customers to call for more information or a demo.

☐ / Follow up with a call down that conveys the following messages and solicits input:
  • Thanks for joining us.
  • Was the event helpful?
  • Do you have any questions or feedback?

☐ / Send a “Sorry we missed you” note toinvitees who did not attend. Maximize its impact and add value by:
  • Providing access to online event resources.
  • Including a special offer/incentive if available.
  • Including a strong call to action, encouraging them to call for more information or a demo.