Virtual Event: Content Creative Meeting Guide

Purpose of the Meeting
- The content creative meeting connects the speaker, organizers, leadership, and all event contributors to align on logistics, content and desired learning outcomes.
- It defines the expectations, creative direction, platform setup, and technical delivery for the presentation.
- Every detail discussed in this meeting will determine how the speaker’s message integrates with the event objectives and virtual audience experience.

Team Preparation
- Ensure all decision makers, leaders, contributors, and IT representatives are invited to the meeting.
- Confirm team and speaker availability for a 60-minute meeting held 30–45 days before the event.
- Use the same virtual platform with same session link and schedule the meeting close to the event start time.
- Send the calendar invitation with the virtual link to all participants.
- Confirm who will attend from each organization and define each participant’s role.
- Ensure the virtual agenda, program flow, platform details, and key contacts are prepared, noting any missing items to finalize later.
- Review the speaker’s biography, expertise, videos, and previous virtual topics before the meeting.
- Prepare a shared list of questions and discussion priorities, including format, engagement tools, and content alignment.
Meeting Flow
- Begin the meeting by introducing participants, their roles, and their connection to the event.
- Provide the speaker with an overview of the event purpose, audience profile, and topic themes.
- Share relevant challenges the audience or industry is facing.
- Invite the speaker to describe their approach, virtual delivery experience, and how they would shape the session.
- Ask follow-up questions and provide details to help the speaker tailor their proposal.
- Keep the meeting to 60 minutes unless extended time is agreed upon.
Event Purpose and Goals
- Define the purpose of the virtual event and confirm the main goals, learning objectives, theme, and key messages.
- Clarify how the speaker’s presentation supports these goals and aligns with organizational outcomes.
- Review the virtual agenda and confirm the speaker’s placement within the overall program.
- Confirm how success will be measured through engagement metrics, attendance, and audience feedback.
- Record all confirmed details in the event summary.
- Speaker provides questions about audience expectations, prior research, and content ideas.
Content Discovery & Confirmation
- Discuss and confirm event theme, session title, topic description, session goals, and learning outcomes.
- Review other speakers, their topics, and learning outcomes to prevent duplication.
- Align topic focus, content percentages, and time allocation across themes.
- Confirm customization for researched content, current trends, organizational goals, key messaging, and any required announcements or acknowledgements.
- Identify key challenges, opportunities, issues, examples, statistics, stories, or case studies to include or avoid.

Session Format and Durations
- Discuss presentation style, storytelling approach, language, humour, and engagement tools.
- Confirm tone and delivery style and discuss speaker movement, body language, and interactivity.
- Confirm visual and interactive requirements such as slides, videos, or props.
- Confirm approach for facilitation, level of participation, timing of Q&A, and engagement points.

Audience Profile & Communication Standards
- Review audience profile including number of participants, industries, roles, regions, topic familiarity, and experience level.
- Discuss audience sentiment, sensitive areas, mood, engagement level, cultural factors, age ranges, and regional considerations.
- Identify presence of leadership, sponsors, media, or VIP guests and clarify expectations for style, tone, interaction, and internal language.
- Identify topics or examples to avoid and summarize audience challenges, motivations, and desired takeaways.
- Speaker provides proposed communication style and engagement approach; host provides demographics, expectations, and tone guidance.
Audience Engagement
- Define how participation will occur during and after the session.
- Confirm engagement elements such as video playback, video example, activities, Q&A, or polling.
- Review communication tools such as takeaway sheets, apps, workbooks, links, and QR codes.
- Confirm who will manage interaction including moderators or liaison staff.
- Identify onsite support such as microphone runners, timers, or signage.
- Speaker and host confirm engagement plan, interactive questions, and polling content.

Measurable Outcomes
- Define follow-up actions such as surveys, feedback forms, summaries, or resources.
- Define success metrics such as attendance, participation rate, and feedback quality.
- Confirm ownership, storage, and sharing of audience data.
- Confirm how and when the speaker receives engagement results and feedback.
- Host provides evaluation method and reporting timeline.
AV, Technical, and Production Requirements
- Confirm the virtual platform link, attendee limits, and settings required to host speakers from Canada if a USA platform.
- Confirm presentation format, platform settings, virtual room layout, and how the speaker views the audience.
- Confirm equipment setup including webcam, lighting, microphone, background, room setup, and attire.
- Confirm internet speed, stability, and backup connectivity.
- Review file-sharing, screen sharing, and slide playback and confirm speaker slide control and testing.
- Confirm how and when the speaker joins the platform and when they go live.
- Confirm recording, streaming, and any production overlays.
- Schedule the virtual technical rehearsal with date and time.
- Provide and confirm production and technical contacts for host and speaker.
- Speaker provides slide format, device details, and files; host provides platform links, rehearsal schedule, and technical specifications.

Media, Recording, and Broadcast Permissions
- Confirm if the presentation will be filmed, photographed, or live streamed, and clarify the purpose such as archival, internal review, or marketing.
- Confirm ownership, management, storage, sharing, camera angles, framing, and microphone setup for recording.
- Discuss editing, highlight reels, approval steps, and planned use of post-event clips for marketing or internal training.
- Ensure all permissions and rights are confirmed in writing.
- Speaker provides consent, likeness use approvals, and brand guidelines; host provides media policy, distribution plan, and crediting protocol.
Promotional Assets and Social Media Coordination
- Confirm pre-event and post-event promotional activities, release dates, approval processes, and timelines for all content.
- Discuss teaser videos, speaker spotlights, short clips, interviews, live content, and plans for post-event coverage.
- Review event branding, tone, hashtags, key messaging, tagging roles, posting roles, and engagement responsibilities across platforms.
- Identify collaboration steps for promotional content during the event and after the event.
- Speaker provides approved photos, biography, logos, and social handles; host provides branding package, posting schedule, and marketing contacts.
Virtual Logistics and Coordination
- Confirm platform access, session links, passwords, and registration requirements.
- Confirm the virtual waiting room, introduction steps, transition timing, and interactive tools used by the speaker.
- Discuss and confirm the session description, biography, profile link, videos, books, or podcasts.
- Review session timing for log-in, rehearsal, live start, and close, and confirm virtual background policy, lighting, and dress code.
- Confirm time zone alignment, contingency plans for power or internet issues, and the communication channel for real-time coordination.
- Speaker provides rehearsal availability, technical preferences, and emergency contact; host provides the final run of show, tech host contact, and day-of coordination plan.
Final Confirmation and Documentation
- Summarize all confirmed items, owners, due dates, file locations, version control, folder access, contact lists, escalation paths, and event-day communication channels.
- List open items with responsible contacts and deadlines and set the change control process for content and timing.
- Confirm the final technical rehearsal and production review schedule.
- Verify control and distribution of slides, videos, photos, introduction, virtual links, platform settings, broadcast timing, recording permissions, and post-event distribution.
- Speaker provides final slides, backup materials, and promotional approvals; host provides the finalized agenda, technical confirmation, and event summary.
- Record all confirmations in the event summary and distributes to all parties.