Online Event SOP

To guide the planning and execution of online events for the Association of Chinese Canadian Environmental & Municipal Professionals (CCEMP).

This SOP applies to all CCEMP online event-related activities.

Event Coordinator: Central planning and oversight for the online event.
Technical Manager: Ensures platform selection, setup, and technical support.
Guest Relations Manager: Manages online engagements with guest speakers.
Promotions Manager: Handles pre- and post-event promotions on digital platforms.
Registration Manager: Oversees online attendee sign-ups and access.
Content Manager: Coordinates the preparation and distribution of digital materials.
Event Moderator: Facilitates online event proceedings and interaction.

Planning: Define goals, format (webinar, virtual conference, etc.), and budget for the online event.
Platform Selection: Choose an appropriate online platform (Zoom, Teams, etc.) that supports the event's needs.
Guest Speakers: Invite and coordinate with speakers, ensuring they have the necessary technical setup and support.
Promotion: Execute a targeted digital promotional campaign before the event and highlight key takeaways and successes afterward.
Registration: Implement a streamlined online registration process, including generating and distributing access links or codes.
Content Preparation: Arrange for the creation and accessibility of digital event materials (presentations, documents, etc.).
Technical Rehearsal: Conduct a technical run-through with speakers and staff to troubleshoot any issues.
Moderation: Facilitate the online event flow, manage audience interaction, and ensure engagement.
Communication: Maintain clear and consistent communication with participants before, during, and after the event via email and online platforms.
Execution: Oversee the smooth operation of the online event, ensuring technical stability and participant engagement.
Post-Event: Share digital highlights, thank participants and speakers, and gather feedback through online surveys.

Prioritize cybersecurity and data protection for all online activities.
Ensure accessibility for all participants, including those with disabilities.
Provide clear instructions and support for participants unfamiliar with the online platform.