How to organise a virtual conference

Start by fixing the programme, theme and date before inviting speakers or opening registration. Build the event around a clear run sheet, with separate owners for moderation, speaker support and technical control. Allow time to collect presentations, check videos and confirm dietary requirements for any catering connected to the event. The biggest problems usually appear during the live session: missing files, unclear handovers, weak connections or equipment that was never tested together.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the program and theme
2 people
2
Approach speakers
2 people
3
Confirm speakers
2 people
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
2 people
7
Collect dietary requirements
8
Collect speaker information
2 people
9
Collect presentations
10
Check presentations
2 people
11
Develop the run sheet
2 people
12
Appoint moderators
2 people
13
Assign technical roles
2 people
14
Create participant link
15
Send reminder
16
Test equipment for the venue
3 people
17
Send speaker instructions
18
Hold technical rehearsal
4 people
19
Test backup connection
2 people
20
Export the participant list
21
Prepare speaker files
2 people
22
Set up workstations
3 people
23
Connect cameras and microphones
3 people
24
Set lighting and backgrounds
2 people
25
Test presentations and videos
2 people
26
Give technical briefing
4 people

Event

27
Have speakers log in
2 people
28
Admit participants
2 people
29
Handle the opening and house rules
2 people
30
Provide technical support for speakers
2 people
31
Moderate chat and questions
2 people
32
Start sessions according to the program
33
Announce breaks
34
Refill drinks
35
Check recording and livestream
2 people
36
Lead the networking round
2 people
37
Handle the closing
2 people

Aftercare

38
Secure recordings
2 people
39
Tear down workstations
3 people
40
Clean equipment
2 people
41
Organize files and backups
2 people
42
Send a thank-you gift to participants
43
Send admission links
44
Share presentations with participants
45
Answer participant questions
2 people
46
Return materials
2 people
47
Clean work area
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Equipment

Laptopsqty 3
Backup laptop
Webcamsqty 3
USB microphonesqty 3
Headsetsqty 4
Tripodsqty 3
LED panelsqty 4
USB hubsqty 4
HDMI adaptersqty 4
Ethernet cablesqty 4
Mobile hotspot
External SSDsqty 2
Power banksqty 3

Kitchen

Water jugsqty 2
Reusable mugsqty 6

Furniture

Desksqty 3
Office chairsqty 4

Decorations

Neutral backgroundsqty 3

Lighting

Extension cordsqty 4
Power stripsqty 4

Office supplies

Notepadsqty 6
Pensqty 12
Printed run sheetsqty 6

Cleaning

Disinfecting wipesqty 2
Hand sanitizerqty 2

Catering

Groceries

Tips

Set the programme before contacting speakers, then confirm each speaker before sending invitations. Keep the session order and speaking times in a shared run sheet so moderators and technical staff work from the same version.
Open registration only after the participant link, session details and data-collection questions are ready. Export the participant list before the event and send a reminder close to the start time rather than relying on one original invitation.
Give speakers a firm deadline for presentation files and instructions. Check every presentation, video and screen-sharing element before the rehearsal; a file that opens on one laptop may still fail in the live setup.
Hold a full technical rehearsal, not just an audio check. Test cameras, USB microphones, lighting, backgrounds, presentations and handovers with the same workstations, cables and adapters planned for the event.
Prepare a fallback for the internet and power before the live day. Test the backup laptop and mobile hotspot, keep copies of speaker files on external SSDs, and give every technical role a printed run sheet.

Frequently asked questions

How far in advance should I organise a virtual conference?: Start at least 8 to 12 weeks ahead for a conference with several speakers. Use the first 2 weeks for the theme, programme and speaker outreach, then leave at least 2 weeks for registration, content checks and technical preparation.
When should speakers submit their presentations?: Set the submission deadline 7 to 10 days before the conference. Check the files within 48 hours, request corrections immediately and use the technical rehearsal to test the final versions rather than draft files.
How long should a virtual conference technical rehearsal take?: Allow 60 to 90 minutes for a complete rehearsal with the moderator, speakers and technical team. Add 15 to 30 minutes if you are testing multiple videos, presentation handovers or a backup connection.
What equipment do I need for a virtual conference?: Plan one reliable laptop or workstation per technical role, plus a backup laptop, webcam, USB microphone or headset, lighting, Ethernet cables and the required HDMI adapters or USB hubs. Keep a mobile hotspot, power banks and copied speaker files ready before the rehearsal.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.