Producing a virtual event takes a lot of preparation, especially on the part of the producer and organizer. If it’s your first time handling a teleconference, webinar, or online seminar, you can get into a tight bundle of nerves.  Having a checklist on hand of the things you need to do before an event takes place can help calm your nerves.

• Is the virtual event host ready? Some virtual event organizers host the affair themselves but some assign another person to host the event. Make sure that the virtual event host  checks in at least 30 minutes earlier before the event and tests the technology that will be used for the event. Make sure that the host also has a copy of the event’s program.
• Have you sent out reminder emails? One of the constant worries of a virtual event producer is that no one will attend the event.  The problem is it’s going to be time consuming to call or talk to each registered attended and confirm their attendance. The best thing to do is to send reminder  emails a day before the event and an hour after the event. Don’t forget to include the access details in your email.
• Did you assign a customer service assistant for the event? No matter how much planning you make, something would always go wrong. Some attendees might not be able to hear the speaker clearly, while some might not be able to log-in using their access details. If you have hundreds or thousands of attendees you cannot underestimate the volume of such concerns coming in. Make sure that you assign another person to help you address those concerns during the event.  It could be through a live chat option or through email.
• Has the technology been tested? There are many technologies used to conduct a virtual event. Examples  are Free Conference Calling and InstantTeleseminar.  Make sure that you test whatever you are using before the event. You don’t to discover technical limitations during the event because that will just ruin everything.
• Is the speaker ready? Make sure that the virtual event speaker has all the access details to the event. Touch base with the speaker 30 minutes before the event to make sure that he or she can log in to the event without a hitch. Also, make sure that the speaker knows how much his or her presentation should last and whether he or she can take questions after.

Organizing a virtual event is not as simple as some people might think. Follow the checklist above and it will make handling your virtual event a lot easier.