{"id":55248,"date":"2022-09-01T00:00:00","date_gmt":"2022-09-01T07:00:00","guid":{"rendered":"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/?p=55248"},"modified":"2025-03-13T06:59:01","modified_gmt":"2025-03-13T13:59:01","slug":"pre-event-checklist","status":"publish","type":"post","link":"\/us\/en\/blog\/pre-event-checklist\/","title":{"rendered":"Ultimate pre-event checklist: Ensure a flawless event execution"},"content":{"rendered":"<p id=\"\">Organizing a stellar event takes weeks, if not months of hard work.<\/p>\n<p id=\"\">To avoid last-minute stress, organizers have to consistently compartmentalize tasks, projects, and people, which means that the days prior to the event are all about ensuring that no stone goes unturned \u2014 everything from sponsorship to ordering the right amount of coffee.<\/p>\n<p id=\"\">Read on to follow our checklist that will help you ensure you are consistently on top of everything that needs to get done for your event.<\/p>\n<h2 id=\"\">How to use the template<\/h2>\n<p id=\"\">Each section of the checklist takes into consideration a specific element of event planning \u2014 whether your event is virtual, in-person, or hybrid. All aspects are covered as needed, but you can customize them according to your type of event.<\/p>\n<h3 id=\"\"><strong id=\"\">1. Initial setup\u00a0<\/strong><\/h3>\n<p id=\"\">The initial setup is geared towards a virtual setting \u2014 making sure the platform is organized in a way that is specific to your event, theme, and goals.<\/p>\n<p id=\"\">This may include:<\/p>\n<ul id=\"\">\n<li id=\"\">Granting access to event areas for all those who need them<\/li>\n<li id=\"\">Making sure times and schedules are correct<\/li>\n<li id=\"\">Ensuring you and your team have proper communication set up<\/li>\n<li id=\"\">And others<\/li>\n<\/ul>\n<h3 id=\"\"><strong id=\"\">2. Registration<\/strong><\/h3>\n<p id=\"\">No matter the venue type or location, a smooth registration process is paramount. This template will help set all the requirements necessary for getting folks in the door (physical or virtual). Just a few things to consider would be: registration forms, waitlists, or physical badges.<\/p>\n<h3 id=\"\"><strong id=\"\">3. Getting the venue ready<\/strong><\/h3>\n<p id=\"\">The events industry has evolved over the last two years \u2014 this means new processes in place within the industry that must be double checked. With the template, you can run through everything from health and safety protocols to whether or not attendees can create their own sessions on a virtual platform.<\/p>\n<h3 id=\"\"><strong id=\"\">4. People aka attendees\u00a0<\/strong><\/h3>\n<p id=\"\">What\u2019s an event without people? The people section is designed for virtual event planners. It includes technical steps to make sure that all attendees can seamlessly join the webinar at the right time.<\/p>\n<h3 id=\"\"><strong id=\"\">5. Sponsors\u00a0<\/strong><\/h3>\n<p id=\"\">Let\u2019s not forget about those sponsors \u2014 they are most likely the ones keeping the lights on, after all. Make sure that their booths and any marketing materials they may have are visible and easily accessible.<\/p>\n<p id=\"\">If they have a presentation to give, make sure they know when they have all relevant information about their time slot. And if your event is virtual, you may want to double-check that they can <a href=\"https:\/\/support.ringcentral.com\/article-v2\/Creating-an-event-in-the-RingCentral-app.html?brand=RingCentral&amp;product=MVP&amp;language=en_US\">navigate the virtual platform<\/a> before putting them in front of the webcam.<\/p>\n<h3 id=\"\"><strong id=\"\">6. Get the word out with marketing<\/strong><\/h3>\n<p id=\"\">If a tree falls in the woods and no one hears it, did it really fall? If you put on the perfect event and no one knows about it, what was it all for? Make sure to include a marketing plan in your preparation. Go through all of the to-dos such as creating a <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/social-media-best-practices\/\">social media campaign<\/a> and a cadence of reminder emails. <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/event-promotion-ideas\/\">Find 24 event promotion ideas to really make your event stand out here<\/a>.<\/p>\n<h3 id=\"\"><strong id=\"\">7. Set a theme<\/strong><\/h3>\n<p id=\"\">Choosing your event theme is extremely important \u2014 it should be on brand with your company colors, send the right kind of message, and ultimately bring your event to life. You\u2019ll want to check all of the technical aspects like custom CSS, as well as banners, decorations, and anything like that.<\/p>\n<h3 id=\"\"><strong id=\"\">8. Advanced<\/strong><\/h3>\n<p id=\"\">This section is reserved for those using a virtual platform. Here, you can get into all of the nitty-gritty details and make sure all of the T\u2019s are crossed and the I\u2019s are dotted.<\/p>\n<h2 id=\"\">Call in the backup<\/h2>\n<p id=\"\">This pre-event checklist was developed in part with our amazing Event Services team. They are well versed in what it takes to pull off every aspect of an event and ensure that it all goes off without a hitch. It always helps to have experienced event professionals in your corner. If you want to <a id=\"\" href=\"https:\/\/www.ringcentral.com\/rc-events\">speak with one of our team members<\/a> to see how we can make a personalized checklist for your next event, get in touch!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Organizing a stellar event takes weeks, if not months of hard work. To avoid last-minute stress, organizers have to consistently compartmentalize tasks, projects, and people, which means that the days prior to the event are all about ensuring that no stone goes unturned \u2014 everything from sponsorship to ordering the right amount of coffee. Read &#8230;<\/p>\n","protected":false},"author":1233,"featured_media":58208,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[43333],"tags":[],"class_list":["post-55248","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-events"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Ultimate pre-event checklist: Ensure a flawless event execution<\/title>\n<meta name=\"description\" content=\"Explore our pre-event checklist to streamline your event planning process. Cover all aspects from setup to marketing for virtual, in-person, and hybrid events\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/pre-event-checklist\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Ultimate pre-event checklist: Ensure a flawless event execution\" \/>\n<meta property=\"og:description\" content=\"Explore our pre-event checklist to streamline your event planning process. Cover all aspects from setup to marketing for virtual, in-person, and hybrid events\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/pre-event-checklist\/\" \/>\n<meta property=\"og:site_name\" content=\"RingCentral Blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/ringcentral\" \/>\n<meta property=\"article:published_time\" content=\"2022-09-01T07:00:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-03-13T13:59:01+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/wp-content\/uploads\/2022\/09\/Z6.png\" \/>\n\t<meta property=\"og:image:width\" content=\"960\" \/>\n\t<meta property=\"og:image:height\" content=\"540\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Lauren Slattery\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@ringcentral\" \/>\n<meta name=\"twitter:site\" content=\"@ringcentral\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Lauren Slattery\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"4 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/pre-event-checklist\/#article\",\"isPartOf\":{\"@id\":\"\/us\/en\/blog\/pre-event-checklist\/\"},\"author\":{\"name\":\"Lauren Slattery\",\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/#\/schema\/person\/84293527969be0e8041176276006e769\"},\"headline\":\"Ultimate pre-event checklist: Ensure a flawless event execution\",\"datePublished\":\"2022-09-01T07:00:00+00:00\",\"dateModified\":\"2025-03-13T13:59:01+00:00\",\"mainEntityOfPage\":{\"@id\":\"\/us\/en\/blog\/pre-event-checklist\/\"},\"wordCount\":668,\"publisher\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/#organization\"},\"image\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/pre-event-checklist\/#primaryimage\"},\"thumbnailUrl\":\"\/us\/en\/blog\/wp-content\/uploads\/2022\/09\/Z6.png\",\"articleSection\":[\"Events\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"\/us\/en\/blog\/pre-event-checklist\/\",\"url\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/pre-event-checklist\/\",\"name\":\"Ultimate pre-event checklist: Ensure a flawless event execution\",\"isPartOf\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/pre-event-checklist\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/pre-event-checklist\/#primaryimage\"},\"thumbnailUrl\":\"\/us\/en\/blog\/wp-content\/uploads\/2022\/09\/Z6.png\",\"datePublished\":\"2022-09-01T07:00:00+00:00\",\"dateModified\":\"2025-03-13T13:59:01+00:00\",\"description\":\"Explore our pre-event checklist to streamline your event planning process. 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As the Sr. Director of Marketing for RingCentral Events, she excels in go-to-market strategy, integrated marketing, product-led growth, and demand generation. Lauren's expertise lies in translating complex technologies into clear, customer-centric messaging, having successfully led marketing efforts at RingCentral, Hopin, and TokBox (now Vonage). Throughout her career, Lauren has built and scaled impactful marketing strategies that align with business goals and drive measurable growth. Her collaborative approach and ability to create compelling narratives have propelled companies like TokBox from startups to industry leaders.","url":"\/us\/en\/blog\/author\/lauren-slattery\/"}]}},"rc_img_url":"\/us\/en\/blog\/wp-content\/uploads\/2022\/09\/Z6.png","rcblog_by_author":"<a href=\"\/us\/en\/blog\/author\/lauren-slattery\/amp\" data-dl-events-click=\"true\" data-dl-element=\"link\"><span class=\"image\"><img src=\"https:\/\/secure.gravatar.com\/avatar\/9f842b5d13d142f8c1bb0375b9647e47ed6670b849a529048ec28afd787883b0?s=96&d=mm&r=g\" alt=\"\" width=\"30\" height=\"30\" layout=\"fixed\"><\/img><\/span><span class=\"by-author-name\">Lauren Slattery<\/span><\/a>","rc_author_full_name":"Lauren Slattery","rc_author_avatar":"\/us\/en\/blog\/wp-content\/uploads\/2024\/09\/1517686999456.jpg","rc_author_link":"\/us\/en\/blog\/author\/lauren-slattery\/amp","rc_post_categories":"<a href=\"\/us\/en\/blog\/category\/roles\/events\/amp\">Events<\/a>","amp_link":"\/us\/en\/blog\/pre-event-checklist\/amp","excerpt_title":"Ultimate pre-event checklist: Ensure a flawless event exe...","_links":{"self":[{"href":"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-json\/wp\/v2\/posts\/55248","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-json\/wp\/v2\/users\/1233"}],"replies":[{"embeddable":true,"href":"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-json\/wp\/v2\/comments?post=55248"}],"version-history":[{"count":0,"href":"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-json\/wp\/v2\/posts\/55248\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-json\/wp\/v2\/media\/58208"}],"wp:attachment":[{"href":"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-json\/wp\/v2\/media?parent=55248"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-json\/wp\/v2\/categories?post=55248"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-json\/wp\/v2\/tags?post=55248"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}