Complete Checklist for Preparing and Hosting Online Workshops

Work from home essentials neatly organized around a laptop featuring a video call, blending productivity and creativity

• Pre-Workshop Planning

  Tasks involved in the planning phase of the workshop

  • Define Workshop Objectives

    Clear objectives guide the structure and content of the workshop.

  • Select Suitable Platform

    Choose a reliable digital platform that supports your workshop needs.

  • Schedule the Workshop

    Decide on date and time, considering participant time zones.

  • Prepare Content Outline

    Draft a clear agenda and timeline for the workshop.

    

  • Design Interactive Elements

    Plan activities like polls, Q&A sessions, and breakout rooms.

  • Invite Participants

    Send out invitations with clear instructions and schedule.

  • Prepare Participant Materials

    Create handouts, worksheets, and resource lists to distribute.

  • Setup Registration Process

    Establish a system for attendees to register and receive info.

• Technical Setup

  Ensuring all technical aspects are managed before the event

  • Test Internet Connection

    Ensure a stable, high-speed internet connection for streaming.

  • Setup Backup Internet

    Arrange an alternative internet source in case of failure.

  • Check Audio Equipment

    Test microphones, speakers, and any audio gear.

  • Check Video Equipment

    Ensure webcams are functioning and well-positioned.

  • Prepare Presentation Tools

    Setup slides, videos, and other visual aids.

  • Ensure Software Compatibility

    Check all software is updated and compatible across devices.

  • Arrange for Technical Support

    Have tech support on hand during the workshop for issues.

  • Create Backup of Materials

    Have a backup of all materials in case of technical issues.

• During the Workshop

  Tasks and reminders for executing the workshop

  • Follow Workshop Agenda

    Adhere to the outlined schedule and timeline.

  • Monitor Participant Engagement

    Keep track of participant interactions and engagement.

  • Manage Time Effectively

    Keep each segment on time, adjust as necessary.

  • Record the Session

    Record the workshop for later review or distribution.

  • Handle Q&A Sessions

    Manage the question and answer segment efficiently.

  • Provide Technical Assistance

    Help participants with any technical difficulties.

  • Engage with Attendees

    Interact and maintain a lively, inclusive atmosphere.

  • Collect Feedback in Real-Time

    Use polls or surveys to gather immediate feedback.

• Post-Workshop Activities

  Essential follow-up tasks after the workshop

  • Send Out Recordings and Materials

    Distribute recordings and workshop materials to participants.

  • Collect Detailed Feedback

    Send a survey to gather detailed feedback from attendees.

  • Review and Analyze Feedback

    Evaluate feedback to improve future workshops.

  • Thank Participants

    Send a thank-you note to all participants and collaborators.

  • Store Workshop Content Securely

    Ensure all sensitive information is stored securely.

    

  • Plan for Next Steps

    Outline actions based on feedback and workshop outcomes.