Virtual Event Timeline Template
DOWNLOADSeptember 5, 2021 - MSU Extension
Virtual Event Timeline Template
Edit this template to fit your event. Create a timeline for each event and reuse from year to year as applicable.
1-3 months before event or more depending on size of event |
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Item |
Target Date |
Completion Date |
Create Event Plan · Who, What, Why, When · Goals · Connection to Plan of Work · Financial Limitations |
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Create a Budget · Budget Tips and Tricks and Things to Consider: Go to the website |
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Determine Program Format · Meeting · Webinar · Trade Show Component |
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Book Speakers · Set up vendor if payment is required |
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Create Preliminary Agenda of Event |
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Post your event on the MSU Extension events calendar · Post early and include preliminary information and update once details are finalized · https://www.canr.msu.edu/eventservices/training-materials/post-events-in-dotcms |
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Create Sponsor Packages, If needed · Create system for tracking sponsorships |
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Send Potential Sponsors Materials |
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Create Promotional Materials · The marketing checklist provides a list of possible communication and promotional tactics that can be used. · https://www.canr.msu.edu/resources/msu-extension-marketing-checklist |
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Build and Open Registration System |
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Send Promotional materials to Potential Participants |
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Determine Virtual Needs · Playing videos · Interaction components |
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Set up Zoom Link, · Enable waiting room feature if desired · Select mute and no-video for all upon entry · Create Zoom password (numbers are best practice) · Enable pre-assign breakouts if meeting format · Add survey or promotional components if in webinar format |
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2-8 weeks before event or more depending on size of event |
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Item |
Target Date |
Completion Date |
Double Check that all Contracts are Signed and Returned |
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Review Speaker Assignments and Needs · Make sure there is someone to host, and tech check each presenter/speaker if there are multiple speakers · Conduct tech checks |
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Monitor and manage registration list · Double check to ensure payments have been made · Email invoices to balance dues to try to collect all money before event · Cancel duplicates · Cancel those who haven’t paid/don’t send information to them? · Answer participant questions |
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Start Assembling Materials · Uploading materials to access point · Prepping kits for pick up · Prepare agenda with zoom links |
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5 to 15 Days Before Event |
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Item |
Target Date |
Completion Date |
Create hot list of critical phone numbers · Share with speakers/moderators/tech support |
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3-5 Days Before Event |
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Item |
Target Date |
Completion Date |
Reconfirm with speakers and touch base with hosts to ensure everything is all set with speakers |
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Send participant names to speakers, if needed |
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Get presentations from the speakers, if possible, to preload them on the computer |
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Set up Zoom polls if applicable |
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Pull reports if putting attendees in breakout rooms. |
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Create breakout rooms in Zoom’s excel format with registration reports |
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1 Day Before Event |
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Item |
Target Date |
Completion Date |
Double check registration list and balance dues – update any invoices, etc. · Cancel those who haven’t paid/don’t send information to them? |
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Save any presentations onto computer. |
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Save videos onto computer or bookmark online videos. |
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Send reminder email with Zoom information and any materials needed |
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Days of Event (especially day 1) |
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Item |
Target Date |
Completion Date |
Send final reminder email with Zoom information and any materials needed |
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Welcome guests |
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Help speakers get set and comfortable with room · Have speakers and hosts join early |
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Double check that everything is set for each transition at least one hour before the transition happens to make sure everything is set |
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Send evaluation link or demographic survey link in chat if needed |
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After the Event |
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Item |
Target Date |
Completion Date |
Save Zoom usage report, poll reports, participant registration reports and save to computer |
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Follow up on Balance Dues |
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Send out evaluation, if needed
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Write thank you letters to speakers and others who need thank you letters |
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Send out recording links if needed
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Send CEU credit information to organizer or crediting agency with participant information |
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Pay invoices
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Finish budget with actuals
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Synthesize evaluations
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Complete PEARS and any additional reporting requirements
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Contact: ANR Event Services, events@anr.msu.edu, (517) 353-3175, https://www.canr.msu.edu/eventservices/events@anr.msu.edu