Virtual conference checklist: what to arrange and when

A virtual conference needs more than a meeting link and a slide deck. This checklist takes you from choosing the programme and inviting speakers to testing cameras, microphones, presentations, and backup connections. Set the programme early, then work backwards from the event date for registration, speaker materials, technical roles, and participant reminders. Keep a printed run sheet at each workstation so moderators and technical staff know exactly what happens next.

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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

Set the program and theme
2 people
Approach speakers
2 people
Confirm speakers
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect speaker information
2 people
Collect presentations
Check presentations
2 people
Develop the run sheet
2 people
Appoint moderators
2 people
Assign technical roles
2 people
Create participant link
Send reminder
Test equipment for the venue
3 people
Send speaker instructions
Hold technical rehearsal
4 people
Test backup connection
2 people
Export the participant list
Prepare speaker files
2 people
Set up workstations
3 people
Connect cameras and microphones
3 people
Set lighting and backgrounds
2 people
Test presentations and videos
2 people
Give technical briefing
4 people

Event

Have speakers log in
2 people
Admit participants
2 people
Handle the opening and house rules
2 people
Provide technical support for speakers
2 people
Moderate chat and questions
2 people
Start sessions according to the program
Announce breaks
Refill drinks
Check recording and livestream
2 people
Lead the networking round
2 people
Handle the closing
2 people

Aftercare

Secure recordings
2 people
Tear down workstations
3 people
Clean equipment
2 people
Organize files and backups
2 people
Send a thank-you gift to participants
Send admission links
Share presentations with participants
Answer participant questions
2 people
Return materials
2 people
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 and theme before approaching speakers. Once speakers are confirmed, allow at least one week to collect their information and presentations, then check every video, slide deck, and shared link before the rehearsal.
Open registration only after the participant link, invitation text, and privacy or dietary questions are ready. Export the participant list at least 24 hours before the conference so last-minute changes do not disrupt check-in.
Run a full technical rehearsal with every speaker and moderator, not just the host. Test cameras, USB microphones, headsets, lighting, neutral backgrounds, presentations, videos, and screen sharing in the actual setup.
Give each technical role a named owner and a backup. Keep a backup laptop, mobile hotspot, Ethernet cables, power banks, and saved speaker files available; a second internet route is especially useful when the main connection fails.
Send speaker instructions and the final reminder with clear deadlines. Ask speakers to join 30 minutes early, keep water at their workstation, and use the same laptop, microphone, camera, and background tested during rehearsal.

Frequently asked questions

How far in advance should I organise a virtual conference?: Start at least 6 to 8 weeks ahead for a conference with several speakers. Use the first 2 weeks for the theme, programme, speaker outreach, and technical-role planning, then leave time for registration and rehearsals.
When should speakers submit their presentations?: Set the submission deadline 7 days before the event. Check every presentation, video, and embedded link within 48 hours, and keep final copies on the event laptop and an external SSD.
How long before a virtual conference should the technical rehearsal be?: Hold the full rehearsal 2 to 3 days before the conference, with a shorter equipment check on the event morning. Ask every speaker to join the rehearsal from the same location and equipment they will use live.
How early should speakers and moderators join a virtual conference?: Ask speakers and moderators to join 30 minutes before the published start time. Technical staff should be ready 60 minutes early to connect cameras, microphones, lighting, workstations, and the backup connection.

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.