How far in advance should you plan a virtual event?

Start about 6 weeks out for a company event. That leaves time to book a host (about 2 weeks ahead), ship kits to every home (about 3 weeks, or 5 for guests abroad) and send invitations 4 weeks ahead. A simple internal meeting can be planned in a week.

What should a virtual event checklist include?

The goal and guest list, budget, format, date and platform; invitations, shipping addresses and access needs; a run of show, rehearsal and tech test; then the day-of steps and a follow-up survey. This page lists every step by countdown and dates them for your event.

What is a run of show for a virtual event?

It is the minute-by-minute plan: each segment, who leads it and how long it runs. Everyone with a role gets a copy, so the host knows when to open breakout rooms and the speaker knows when to stop. Use the 60-minute template above as a starting point.

How long should a virtual event be?

About an hour works for most company events; on camera, people tend to drift after that. Most of our hosted games and kit workshops run 60 minutes. For a longer program, add a break every hour.

How do you make a virtual event accessible?

Ask about access needs in the invitation, turn on captions or book a human captioner, use large, high-contrast slides and share them ahead for screen reader users. Describe anything visual out loud, and record the session for people who can't attend live.

What do you do after a virtual event?

Send a thank-you the next day with the recording, slides and a short survey, then remind non-responders once. Debrief with your team within a few days and share results with the sponsor. Our post-event survey questions page has questions to copy.

Should I hire a virtual event planner?

For a one-hour team event, a hosted activity often covers most of what a planner would: the host, the content, the timing and the tech on the call. For a multi-day conference with sponsors and ticketing, a full-service planner or event platform makes more sense.

Event planning
Remote teams

Virtual event checklist: 53 steps, dated to your event

Enter your event date and every step gets its due date, from the first booking to the follow-up. Copy or print the list.

KraftyLab TeamUpdated Oct 20265 min read

When is your event?

Pick a date to get all 53 steps with their due dates, ready to copy or print.

This virtual event checklist covers a company event on Zoom, Teams, Google Meet or Webex, from 6 weeks out to the week after. It builds in the steps webinar checklists skip: kit shipping, captions and a short follow-up survey. All 53 steps are below by countdown, then a 60-minute run of show to reuse.

A woman in a headset works at a laptop beside a ring light and a notebook of blank checkboxes.

The virtual event planning checklist

One short line per step. If your event is closer than 6 weeks, start at the top anyway and do the late steps first.

6+ weeks out

Write the goal in one sentence and pick one number to judge it by.
Decide who is invited and estimate the headcount.
Set a budget per person, including any kit shipping.
Choose the format: hosted game, talk, kit workshop or a mix.
Pick the date and a start time inside everyone's working hours.
Guests eight or more time zones apart? Plan two sessions of the same event.
Use the platform your guests already have: Zoom, Teams, Meet or Webex.
Check the participant limit on your plan, and whether breakout rooms are on.
Any guest outside the US? Book a kit workshop now; international kits take longer.
Name an owner for each job: host, tech lead, chat moderator.
Put a hold on every guest's calendar.

4 weeks out

Book a kit workshop by now; kits need about 3 weeks to reach every home.
Send the invitation: date, time zone, length and what guests will do.
Open a private form for kit shipping addresses.
Ask about allergies and dietary needs if any kit holds food.
Ask about access needs: captions, an interpreter, a screen reader.
Draft the run of show, minute by minute.
Decide whether to record, and say so in the invite.
Brief speakers on length, slide format and camera setup.

2 weeks out

Last safe week to book a hosted game or talk.
Shipping addresses due: kits ship from here.
Send the calendar invite with the join link in the location field.
Give your host or vendor the latest headcount.
Plan the first five minutes: a poll, a chat prompt or a quick icebreaker.
Decide on breakout rooms: preassigned, random or none.
Turn on captions in your platform, or book a human captioner.
Make slides with large text and strong contrast.
Write a short follow-up survey of three to five questions.
Line up a backup: a co-host who can take over and a dial-in number.

A laptop shows a grid of smiling faces on a video call next to an open craft kit box.

1 week out

Rehearse once on the real link with every speaker.
Test screen share, shared audio, breakout rooms and recording.
Send a reminder with what to have ready: kit unopened, pen, mug.
Check kit tracking and chase anything not delivered.
Send the final run of show to everyone with a role.
Write the opening and closing remarks.
Add co-hosts in the platform so they can admit people and open rooms.

The day before

Resend the link with the start time in every guest time zone.
Put every link you'll paste in chat in one doc: survey, slides, resources.
Charge the laptop, check the headset and plug in to wired internet if you can.
Make sure the host and speakers have your phone number.

Day of

Open the room 15 minutes early; host and speakers join first.
Start captions and the recording, if planned.
Greet people by name and set the norms for cameras and chat.
Keep one person on chat for questions and tech trouble.
Watch the clock against the run of show; cut a segment rather than run over.
Post the survey link in chat five minutes before the end.
End on time with one clear next step.

After the event

Send the thank-you with the recording, slides and survey link.
Debrief with the team: what to keep, cut and change.
Send one survey reminder to people who haven't answered.
Share attendance and survey results with the sponsor.
Close the budget: final headcount, invoices and shipping charges.
Save this run of show and checklist as next event's template.

Turning on captions. Official guides: Zoom, Microsoft Teams and Google Meet. Menu names can change; check the help page. Automatic captions can miss names and jargon, so book a human captioner when accuracy matters.

Still choosing what to run? Start with our virtual event ideas, price it with the event budget template, and for a mixed office and remote crowd, read how hybrid events work.

Virtual event run of show: a 60-minute template

Every segment, who leads it and when. Send it to everyone with a role a week before.

A 60-minute virtual event run of show
Time	Segment	What happens
15 min before	Tech checkHost, tech lead, speakersCaptions on, co-hosts assigned, slides loaded, recording tested.	Captions on, co-hosts assigned, slides loaded, recording tested.
0:00	Doors openHost, 5 minA slide with the plan and some music; greet arrivals by name.	A slide with the plan and some music; greet arrivals by name.
0:05	WelcomeSponsor or leader, 5 minWhy we're here in two minutes, then camera and chat norms.	Why we're here in two minutes, then camera and chat norms.
0:10	Warm-upHost, 5 minOne chat question everyone answers at the same moment.	One chat question everyone answers at the same moment.
0:15	Main activity, part 1Host, 20 minGame rounds, kit steps or the talk.	Game rounds, kit steps or the talk.
0:35	Breakout roomsCo-host, 10 minGroups of five with one prompt; broadcast a one-minute warning.	Groups of five with one prompt; broadcast a one-minute warning.
0:45	Main activity, finaleHost, 8 minFinal round, scores and the winners.	Final round, scores and the winners.
0:53	Survey and thanksModerator, 4 minSurvey link in chat while everyone is still there.	Survey link in chat while everyone is still there.
0:57	CloseSponsor or leader, 3 minOne next step, then end on the minute.	One next step, then end on the minute.
1:00	DoneOn time.	On time.

Need the words for the welcome? Our opening remarks page has scripts, and these breakout session ideas fill the small-group slot.

Hand most of the checklist to a host

A hosted event takes the content, the timing and the tech on the call off your list. You keep the invite and the guest list.

Trivia, no prep: Trivia with a Twist! is an hour of rounds led by a live host, with teammates mixed if you want. Book about 2 weeks ahead.
A game show: Your Favorite Game Shows! splits guests into small groups who all play at once. Teams spread across time zones can have it run as two sessions.
Something to open at home: Cookie Decorating ships sugar cookies, icing, gel colors and sprinkles to every guest. Book about 3 weeks ahead, or 5 for addresses abroad.
The follow-up survey, done: With KraftyLab Intelligence, a short pulse survey goes out automatically after every event to participants with an email, and AI summarizes the answers.

Three hosted hours, with today’s prices.

Hosted events run on Zoom by default, or Teams, Google Meet or Webex on request. December dates fill first. Browse every virtual team event, the team building kits that ship to every home, or virtual trivia. See how Intelligence handles surveys, or get a free quote with your date and headcount. Planning for clients instead? Try these client appreciation event ideas.