Online Event Checklist for The Collective

GSD* with FLOWLab⁵ and coFLOWco
*Get $hit done.
Why? Start with Purpose. — Why are you having the event? Goals? What’s the desired outcome?
When/Where? — Pick a date & Platform(s)
Run of show — Rough out a schedule based on agenda with times each section begins and ends; loose is better than nothing. Account for transition time.
Communications Guide — 1 pager (or longer) that has all event info, conversation topics, questions, and copy/content for chat.
Keeping all of this together ensures you can share the referenced links or tools as you go through content. Links can be added directly to run of show but different brains prefer different tools. Some want a breakdown via a detailed spreadsheet and a others prefer a word document.
Accessibility Check in—Turn on captions. If you have the means, have an ASL interpreter.
Create Draft of Invitation Name of event, date, time, hosts, 1-2 sentence description, brief summary, bios, images/headshots and main social media image.
Your "Flyer: can be made with all the info on one thing, but usually keeping the image separate or with less copy (especially with info that might change, like dates) is more efficient.
Contact List — Spreadsheet or tool to manage attendees contact info. (Or your CRM!)
Social media content — Title of event, copy for posts, clear CTA where to register. Images in various sizes for different platforms (1:1, 2:1, 16:9)
Email content and cadence — Draft all info needed to build awareness/get registrations via social media. Schedule messages.
Create separate reminder emails for those who’ve registered (attendees vs. invitees).
Use a ticketing platform for easier registration. We LOVE lu.ma.
Sending text messages and meeting reminders is a snap. Track those who show, and for how long. Get post-meetup reviews too!
Visual/graphic content for event — Prep your polls (questions preloaded), presentation decks, images.
Virtual Background image — for zoom etc. Branding opportunity, or a way to unify panelists/speakers.
Make sure to share with all facilitators and speakers prior to event.
Music/Video links — RTG Playlist tested, cued up, & ready to go! Make sure you know how to share computer audio so sound can be heard. Don't forget about annoying Ads.
Documentation — Remember to hit record. Save the full chat and transcript before you end the meeting, just in case!
If you have the option, use AI summary to get a quick recap of the event and you can edit/send in a follow up email.
Thank You “Note” — Send 1 post event email. Follow up with gratitude messaging. Include a CTA and any links to promo. If promised include clear action to content/ tools/ resources.
Remember to ask for feedback (Reviews, ratings).
Like this list?? PLEASE share it. Buy me some tea or donate to FLOWLab⁵.

GSD* with FLOWLab⁵ and coFLOWco

*Get $hit done.