Are You Planning to Host Your IEEE Event Online?; Here is a Checklist For You!
May 24, 2020

Most of us are unable to host our events as usual with the COVID-19 pandemic situation. In this article you can find a checklist for you to host your event online successfully. 



Finalize a virtual platform 

There are a number of freely available as well as paid virtual platforms such as Webex, Google Hangouts, Zoom and Teams – to name a few. 

Note: Google Hangouts is free with your account, Webex is provided by IEEE on request.

Decide on how you will share your content

Decide how you are going to to share the content and with whom, i.e. IEEE members only or public.

Think about the format

You have to decide the format of your webinar. There are webinar types such as classic webinar, panel, dialogue with an expert, virtual round table – to name a few. 

Do a thorough event registration 

When the basic event details (topic, date, time, speakers) are finalized start for event registrations. You can use vTools for event registration. 

Promote event to the relevant audience 

You have to promote your event to the relevant audience through media such as social platforms, emails and IEEE eNotice.

Prepare content 

The theme of the event should be relevant to the audience and the host. The topic can be something that your audience would be interested in such as technical, Industry developments, humanitarian applications for various technologies, career tips and networking – to name a few. You may have a guest speaker to talk about technical innovations ongoing in your area to address COVID19 crisis. 

As per IEEE Continuing Education pricing study (2019) the  top 10 areas IEEE members interested in are: 

1. Artificial intelligence

2. Internet of Things

3. Big Data

4. 5G

5. Smart Grid

6. Cybersecurity

7. Wireless Communication

8. Algorithm Development

9. Autonomous Vehicles

10. Robotics

You can organize a webinar series on one of the above topics. 

Avoid having text-heavy slides and go for graphics to keep the content attractive (Make sure you use the images you have rights to use!). You can plan to have annotation tools to keep attendees engaged. 

Pro Tip: Keep the content short. 

Have a test run prior to the event

To be in the safe side and to avoid mistakes during the session have a run through prior to the event so that you can check the duration of the content, how your selected virtual platform behave…etc. 



Presenter should use a headset and microphone 

To minimise the background noise the presenter can use a headset and microphone if possible. 

Host/ presenter  should ensure a stable internet connection

Host/ presenter should be hard-wired if possible.

Record your event 

Record your event so that you can share the content after the event as well as you can use for future purposes. Make sure you record the chat too. 

Keep a track of attendees 

Not all who registered will attend the event so for the follow up purposes after the event keep a track of who attends the event. 

Encourage attendees to enable video

The audience will feel more connected to the event when the videos of everyone is enabled. 



Follow up with attendees 

Follow up with attendees to thank them for their participation and to provide any further resources. 

You can also send a quick feedback form to gather information on how you can improve your future sessions. 

Share the event recording

Edit as per your requirements before sharing the event recording and ensure you have any required release forms from speakers before sharing content!

Log your event on vTools 

Don’t forget to log the event on vTools

Do not worry if things were not completely perfect – while having a very good event, it is almost impossible for anything to be perfect.

Good luck with your online events! 

#IEEE Young Professionals #webinartips #onlineeventtips #onlinevents

Article created by Dinuka Jayaweera, Editor-In-Chief, IMPACT by IEEE Young Professionals, based on 2020 IEEE YP Webinar Series (Organizing Online Events & Virtual Solutions)

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