1. Market Research & Logistics

If your content is all created and you picked a date already, follow the next steps for a seamless event. If you're still wondering about what type of content to offer, I recommend seeking some advice with business advisors. My favorite ones in Northern Alberta are the staff at Community Futures Lakeland: http://lakeland.albertacf.com/. Here are some of the first details to think about.

  • Date and time

    Including timezone converter if needed

  • Title

  • Description

    Including benefits and agenda

  • Speakers and co-hosts

    Have their bios and headshots handy

  • Social links

  • Graphics and banners

  • How you having a guest speaker, or a co-host?

  • Do you have/need sponsors?

  • How are your delivering the content?

    Just speaking, visual presentations, etc.

  • How many people are you expecting?

2. Event Page & Taking Registrations

Create an event (also called a landing) page. Ideally, the audience should be able to see all the info needed AND register (and pay if required) all on the same page. If you are planning to collect those emails for futher marketing purposes, please make sure you add a note to let the audience know. Here are some of my favorite tools to promote a event.

3. Video Meeting Platform

Find the video meeting platform that suits to your needs. There are again many tools out there, so here are my favorite ones. Please note that the features listed are from the basic versions (paid or free) available in Canada. On top of the ones listed here, I invite you to check out Webex, Whereby, Jitsi as well.

  • Up to 50 people

  • No time limits

  • No account needed

  • No download required on Microsoft Edge or Google Chrome

  • Use on any device with Skype app

  • Meeting link

  • Record your call

  • Share your screen

  • Can be linked to your Facebook page/event

  • Real-time engagement and comments

  • Available on Android and iOS

  • Shareable during and after

4. Marketing

Create a marketing plan on the targeted platforms. At this point, I highly recommend seeking advice as well. In Northern Alberta again, my go-to people are Community Futures Lakeland, Spark'd Connections, Benchmark Social

5. Confirmation & Reminder Emails

Here's a checklist of messages to plan and to be sent before the event, including some details to think about.

  • Confirmation

    Immediately after registration

  • Reminder

    24 hours, 2 or 3 days before (as you wish, but not to much)

  • Last Reminder

    2 or 3 hours before, to catch the latecomers

  • Date and time, with timezone converter if required

  • Link to virtual room

    Like Zoom, GoToMeeting, etc.

  • Link to program to be downloaded

  • Any technical details related to the program you'll use

  • Any documents, agenda or homework that partcipants need to read before

  • Will this webinar recorded and available?

  • Alternatives if someone can't attend or cancellation policy

  • Link to event page

    Invite your registrants to share the event, if possible!

6. Follow Up Emails

If you created an event page on your own website or a Facebook page, make sure to change the message on there after the event. Also, here's a checklist of details you can send in a follow up email. 

  • Thank you emails to participants who showed up

  • Regrets emails to no shows

  • Recording

  • References

  • Documents and presentations

  • Survey to ask for feedback and testimonials

  • Thank you!

  • Some promo to your business

    Future events, services/products offered, etc.

7. Test & Try

Last but definitely not least, test your whole registration system! Organize a fake event and make your friends and family register. Don't forget to try and be comfortable with your videoconference tool as well.

Alberobello // Fashionable Font Duo on Creative Market
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