Use this checklist to plan fully virtual webinars and hybrid events where some attendees are in-person and others are joining remotely. Hybrid events carry the complexity of two simultaneous experiences — plan for both audiences deliberately and test everything before the day of the event.
Phase 1: Before your event
Format and platform decisions (1–2 months out)
- Determine whether the event is fully virtual or hybrid — the checklist items for each are different and should be planned for separately.
- Confirm your Zoom access level: does your department have a licensed Zoom account that supports webinars or will you use a standard Zoom meeting? Confirm with your department’s IT contact if unsure.
- For hybrid events: reserve an in-person room via EMS that has adequate A/V for hybrid delivery — confirm your room’s capabilities before booking.
- Determine whether the session will be recorded and whether the recording will be shared after the event — confirm speaker(s) consent in advance.
Registration and access (4–6 weeks out)
- Set up registration through Zoom or your preferred platform — registration provides an attendance record and a controlled distribution list for the meeting link.
- Do not distribute the Zoom link publicly without registration — publicly shared links increase the risk of uninvited attendees.
- Set up automatic confirmation and reminder emails through your registration platform — include the Zoom link, a dial-in option and any pre-event instructions.
- If the event has a capacity limit, set registration to close at capacity and establish a waitlist.
Speaker and tech coordination (4–6 weeks out)
- Confirm your speaker or presenter and share Zoom logistics in advance — do not assume speakers are familiar with Zoom webinar controls.
- Schedule and conduct a tech rehearsal with your speaker at least one week before the event: test audio, video, screen sharing and any polling or Q&A features.
- Confirm how Q&A will be managed: chat only, raised hand or moderated questions — designate a co-host to manage this so the speaker can focus on presenting.
- For hybrid events: test the in-room A/V to confirm remote attendees can see and hear the presenter clearly and that in-room attendees can hear remote questions.
Budget and purchasing (3-4 weeks out)
- For fully virtual events: budget is typically minimal — confirm any platform subscription costs.
- For hybrid events: download and complete the Budget Template and include catering, A/V equipment and any in-person supplies.
- Submit a PAR for any hybrid event expenses before placing orders.
- Confirm your chart field and spending authorization with your fiscal administrator.
Accessibility (2-3 weeks out)
- Enable Zoom’s automatic live captioning for all virtual and hybrid sessions — this is a built-in feature that requires no additional setup.
- Review the Accessibility Guide before finalizing your event setup — virtual events have specific digital accessibility considerations.
- For hybrid events: ensure in-room attendees with hearing needs have access to captioning on a display screen or personal device.
Communications and promotion (2-3 weeks out)
- Send an event announcement with a clear description of the virtual format and registration instructions — see AI Prompt Templates for webinar-specific copy.
- For public events: post to the PHHP event calendar and submit to HPNP digital displays — see the Event Tech Guide.
- Send a logistics email to registered attendees 24 to 48 hours before the event with the Zoom link, a dial-in backup number and session format instructions — see Communication Templates.
Phase 2: During your event
Virtual session management
- Log into Zoom at least 20 to 30 minutes before the session start time.
- Admit your speaker and co-host early to conduct a final tech check.
- Test screen sharing, audio and video from the presenter’s device — do not assume tech rehearsal settings have carried over.
- Confirm your co-host is in place and knows their role.
- Open the Zoom room to attendees five to 10 minutes before the scheduled start time.
- Mute all participants on entry — unmute only for designated Q&A periods.
- Monitor the chat throughout the session and flag questions for the speaker at appropriate intervals.
- Watch for tech issues: participant audio feedback, screen share drops and connectivity problems — have a co-host troubleshoot while the presenter continues.
- Start the recording when the session begins if speaker consent has been confirmed
Hybrid-specific management
- Log into Zoom at least 20 to 30 minutes before the session start time.
- Admit your speaker and co-host early to conduct a final tech check.
- Test screen sharing, audio and video from the presenter’s device — do not assume tech rehearsal settings have carried over.
- Confirm your co-host is in place and knows their role.
- Designate one staff member to manage the in-room experience and one to manage the virtual experience — do not attempt to manage both alone.
- Monitor the remote attendee feed throughout the session to confirm audio and video quality have not degraded.
- Repeat any in-room questions aloud before the speaker answers so remote attendees can hear them.
Phase 3: After your event
Immediate follow-up
- Download the session recording from Zoom before the cloud storage window expires.
- Send a post-event follow-up to registered attendees with the recording link if sharing, any resources mentioned and a link to your feedback survey — see Communication Templates.
Wrap-up
- Send a post-event feedback survey — see Post-Event Evaluation Templates.
- Note any tech issues, platform settings or logistics observations for future virtual event planning.
- Update the event registration record with final attendance numbers.
Last Reviewed: 7/14/26 | Submit a Revision