- Time
- 10 minutes before
- Step
- Join and check audio
- Assignee
- Empty
- Prep
- Test the mic and screen sharing
- Done
- Unchecked
TemplatesGatherings & events · Online meetup
Online meetup run sheet
When you host a meetup, class or presentation over video call and prepare the run order, roles and participant messages in one document
What's inside · Table 3 · Checklist 3
Preview · a new document starts like this
Online meetup run sheet
- Meeting date and time
- Not set
- Expected headcount
- Not set
- Host
- Not set
- Join link
- Not set
Adjust the run order table to fit your meetup and choose an owner for each role.
Run order
| Time | Step | AssigneeAssignee | Prep | DoneCheckbox |
|---|---|---|---|---|
| 10 minutes before | Join and check audio | Empty | Test the mic and screen sharing | Unchecked |
| At the start | Welcome and ground rules | Empty | Rules slide | Unchecked |
| +5 min | Presenter | Empty | Presentation materials | Unchecked |
| +25 min | Questions and answers | Empty | Collect questions from the chat | Unchecked |
| +40 min | Small-group discussion | Empty | Set up breakout rooms | Unchecked |
| +55 min | Wrap-up and survey | Empty | Survey link | Unchecked |
- Time
- At the start
- Step
- Welcome and ground rules
- Assignee
- Empty
- Prep
- Rules slide
- Done
- Unchecked
- Time
- +5 min
- Step
- Presenter
- Assignee
- Empty
- Prep
- Presentation materials
- Done
- Unchecked
- Time
- +25 min
- Step
- Questions and answers
- Assignee
- Empty
- Prep
- Collect questions from the chat
- Done
- Unchecked
- Time
- +40 min
- Step
- Small-group discussion
- Assignee
- Empty
- Prep
- Set up breakout rooms
- Done
- Unchecked
- Time
- +55 min
- Step
- Wrap-up and survey
- Assignee
- Empty
- Prep
- Survey link
- Done
- Unchecked
Role
| Role | AssigneeAssignee | ConfirmedCheckbox |
|---|---|---|
| Host | Empty | Unchecked |
| Collect chat and questions | Empty | Unchecked |
| Recording and notes | Empty | Unchecked |
| Tech support | Empty | Unchecked |
- Role
- Host
- Assignee
- Empty
- Confirmed
- Unchecked
- Role
- Collect chat and questions
- Assignee
- Empty
- Confirmed
- Unchecked
- Role
- Recording and notes
- Assignee
- Empty
- Confirmed
- Unchecked
- Role
- Tech support
- Assignee
- Empty
- Confirmed
- Unchecked
Participant messages
Decide when to send each one, and check it off once it's sent.
Participant messages
- When to send
- A day before
- Sent
- Unchecked
- When to send
- 10 minutes before start
- Sent
- Unchecked
- When to send
- After it ends
- Sent
- Unchecked
- When to send
- A week before
- Sent
- Unchecked
After it ends
•
Share the recording and materials within a day.
•
Use the survey results to prepare the next meetup.
☐
Lined up the times in the run order.
☐
Assigned an owner to every role.
☐
Sent each message on time.