Before the event
- Remind your team of the purpose of the event/ reshare the session plan.
- Establish clear roles for anyone who will join (for example notetakers, observers etc.).
- Ensure any external speakers/ panellists understand what is being asked of them and the “slot” they are being asked to attend for.
- Rehearse presentations and time any videos that are being played, so that you stick to the timings set out in your session plan.
- Do a tech check: confirm that screen sharing, recording, etc. works.
- Double-check any links and files open.
- Send confirmation emails and any pre-reading to participants, ensuring they also have the link to join the meeting.
During the event
- Ensure consent is sought to record any conversations/ take photographs.
- Ensure chat records are saved and not lost so that these can be reviewed later.
- Keep an eye on questions being asked via the chat or Q&A function.
After the event
- Do a de-brief with the panellists or presenters/facilitators.
- Review how the event went and consider if the session plan needs to be updated.
- Depending on the type of event, consider sharing an “evaluation of event” survey with participants so that you can adapt any future approaches or share feedback with speakers/facilitators.
- Begin reviewing and analysing the feedback received, ready to support your decision making.
- If you promised the participant any follow-up communications, identify who will send them and when.