Virtual Event Checklist Template
A comprehensive checklist covering every detail of virtual event planning from platform selection to post-event follow-up.
Virtual events fail when organizers overlook technical details that would be obvious in person — audio levels, screen sharing permissions, attendee muting policies, and backup internet connections. This checklist catches every one of those details.
Organized into pre-event (4 weeks out), tech rehearsal (1 week out), day-of, and post-event phases, it ensures nothing falls through the cracks. Special sections cover platform-specific settings for Zoom, Teams, and Webex so your tech setup matches your tool.
What's Included
Platform Setup
- Virtual platform selection and licensing
- Registration page configuration
- Breakout room pre-assignment
- Recording and transcript settings
Speaker Preparation
- Tech check scheduling for all speakers
- Backup presentation file collection
- Audio and video quality standards
Attendee Experience
- Join link distribution and calendar holds
- Engagement tool setup (polls, Q&A, chat)
- Technical support channel for attendees
Tips for Using This Template
Run a full tech rehearsal with every speaker at least 48 hours before the event.
Have a dedicated tech support person monitoring chat for attendee issues during the event.
Always have a backup platform ready — if Zoom goes down, switch to Google Meet within minutes.
Frequently Asked Questions
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