Wayne State University
Warrior strong
Login
Search
College of Liberal Arts and Sciences
Resources

Virtual event best practices

Use these guidelines to host your next virtual event.

1. Draft a run of show document.

A run of show is a detailed overview (for internal use) that provides an event timeline and instructions for every person involved in the back-end to ensure a successful event. For maximum flexibility, use an online Microsoft Word document that can be shared and dynamically updated as needed.

Things to include in your run of show:

  • Signing in (30 minutes before)
  • Making other co-hosts (if applicable)
  • Sharing screen prompts
  • Housekeeping rules
  • Introductions
  • Spotlighting
  • Q&A who is moderating?
  • Roles for all participants

See example run of show document. Remember: This document is for internal planning use only not to be shared with attendees.

2. Adopt consistency.

Elements to consider for your virtual events and virtual event planning process:

  • Create waiting room branding (Zoom): Add a custom logo and description for the event (use Canva).
  • Feature introductory slide (it lets people know they're in the right spot).
  • Include a final slide (for help in promoting future events, if applicable.
  • Use document templates for run of show and briefing document (if necessary when doing multiple events).

3. Perform a practice run-through.

Highly recommended: Schedule event run-through with all participants a few days for the event on the actual platform that you'll be hosting the event. This run-through will be a practice round for the real event to ensure that all event staff are prepared and know what to do, that presentations and media are working, and that all technical issues are addressed prior to event day.

Be sure to divide the event tasks among host and co-hosts and ensure each person knows what tasks they are assigned (per the run of show document).

4. Implement meeting safety measures where applicable.

Some features will be specific to Microsoft Teams or Zoom, thus, implement the following measures accordingly and as needed:

  • Lock the meeting when everyone is in.
  • When scheduling the meeting, automatically generate the meeting code. Do not share your personal meeting ID.
  • Create passwords for every event.
  • Monitor participants' names/chat for any inappropriate messages or behavior.

For Zoom-specific security practices, see more securing your Zoom meeting.

5. Set up event day procedures.

Before the event:

  • Enter the virtual platform 30 minutes before the meeting (if applicable) to adjust settings and troubleshoot any issues
  • One last practice round: Open and test all PowerPoint, videos, and other media
  • Leave attendees in the waiting room until everyone (presenters, etc.) is ready (if applicable)

During the event:

  • Admit attendees from the waiting room to the event (if applicable).
  • Keep participants muted during presentations.
  • Monitor chat and respond (if applicable).
  • Assist moderator with spotlighting if needed.

6. Have a contingency plan if a presenter is disconnected.

Tips:

  • Keep phone numbers of important people.
  • Always make sure a co-host or another person has access to slides and information that's to be presented.
  • Dedicate one person to reach out via phone/text to help the disconnected presenter get back on.
  • Have open communication with attendees/participants when the presenter will be back on.
  • Reschedule the event if necessary.

7. Be engaging.

  • Encourage attendees to chat, comment, share.
  • Utilize chat features as a way to communicate without speaking over someone.

If applicable (depending on the type of event):

  • Use meeting icebreakers to warm attendees up.
  • Offer incentives to get participants involved and engaged, such as gift cards or something that can be easily delivered.

8. Be inclusive.

It's important to execute an event that makes ALL participants feel welcome. To ensure that everyone can be included, remember these guidelines:

  • Diversify content
    • Ensure voices and imagery of the event are diverse.
  • Accessibility
    • Ensure all files/media related to event/meeting are accessible to all participants.
    • Ensure content is mobile-friendly.
  • Flexibility
    • Create several ways for students to engage in the event/meeting (chat, poll, etc.) (depending on the type of event).

This information has been provided with the help of our WSU Special Events team and Dean of Students Office.