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Organize an Online Conference

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  1. PSA Day Organizers' Due Dates
  2. Getting Started
    9 Articles / Instructions
  3. Support for Speaker Senseis
    2 Articles / Instructions
  4. Support for Registrar Ringmasters
    2 Articles / Instructions
  5. Support for Moderator Managers
  6. Support for the Exhibitor Executive
    5 Articles / Instructions
  7. Support for Chief Technical Help Officers
  8. Sponsors
    1 Article / Instruction
  9. Getting ready for the big day
    5 Articles / Instructions
  10. The day of the the event
    3 Articles / Instructions
  11. Other Resources
    1 Article / Instruction
  12. Recordings of previous Drop-In Hours
    1 Article / Instruction
  13. Trial Run
    1 Article / Instruction
Topic 10, Article / Instruction 1
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Day-of timeline and responsibilities

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Event management requires being organized and communicating your plan with your team. When you develop your schedule includes contingency time because many things will take longer than expected. Your schedule should include timings, tasks, and who is responsible for overseeing the completion of the tasks.

Unlike in-person events, your team does not have any set-up to do the before your event. By using easyREG attendees will receive access to their schedules via email which includes the links to their sessions, exhibitors, etc. As long as your presenters are on time and they can operate their technology hosting an online event is much more streamlined than an in-person event.

On the day of the event, your core team members will need to use multiple devices because they need to be available for multiple reasons. Each member of your organization team may require up to three devices so that they can be present in the following meeting rooms:

  1. Organizational team meeting room where each person can be immediately reached to solve any problems.
  2. Help desk meeting room where they can answer questions and solve problems.
  3. Session meeting room so that they can attend sessions if possible.

The following are examples of what your day-of plan could look like.

All day tasks

Time Tasks Who
All day Staff an easyHELP desk where participants, cohosts, exhibitors, and presenters can ask questions and seek immediate assistance by text message. Learn more about running an easyHELP desk. Registration Ringmaster
Captain of Cash
Exhibitor Executive
Speaker Sensei
Chief Technical Help Officer
Moderator Manager
All day Organizing team is present in meeting room for immediate contact All organizational team members

Tasks and timing for sessions

Time Tasks Who
15 minutes before session All presenters and cohosts/moderators are in their meeting rooms. Presenter checks-in with the Speaker Sensei to let them know that they are ready to present.
Speaker Sensei will track down any absent presenters.
Speaker Sensei
Presenters
15 minutes before session Presenters and/or cohosts/moderators go through their set-up checklists and communicate to the Moderator Manager if everything is ready to go or if they require help. Cohosts/moderators
Moderator manager
15 minutes before session Tech helpers check-in with each presenter, complete their checklist, and communicate with the Chief Technical Officer if everything is ok or if help is needed. Tech helpers
Chief Technical Officer
Time of session
  • Organizational team is available to solve any issues
  • If possible, the organizing team attends a session
  • All presenters need to leave their rooms by 15 minutes after the end of the session to allow for set-up of the next presenters.
15 minutes after the end of the session Send thank you to presenters Speaker Sensei
At the end of the session Send survey to participants. Registration Ringmaster

After your event has completed remember to meet with your organization team to debrief. Celebrate what went well and strategize ways to improve for next time.