From the outside, virtual workshops and challenges look simple.

You see the promotion.
You land on a page.
You enter your information.
You get a confirmation email, maybe a calendar invite, a few reminders… and then you show up.

Easy.

But what most people never see is everything happening behind the scenes to make that experience feel seamless.

In this behind-the-scenes episode of The Quiet Leader’s Podcast, I’m pulling back the curtain on exactly what goes into hosting a virtual event, from planning and timelines to tech, automations, and team communication. I’m using a three-day challenge as the example, but whether you’re hosting a one-hour workshop or a larger event, the same structure applies.

It All Starts With the Timeline

Before we touch on tech, content, or marketing, everything begins with timing.

For my clients, event planning typically happens inside our quarterly planning sessions. That’s where we decide:

• Is it time for another workshop or challenge?
• What quarter does it belong in?
• What is the purpose of this event?

Once the event dates are set, we work backward.

Here’s the basic structure:

• Two weeks of promotion
• One additional buffer week where all marketing assets must be ready

That extra week alone removes an incredible amount of stress. Instead of scrambling to build things while promoting, everything is already prepared before promotion even starts.

Clarifying the Vision Before Execution

Once the timeline is set, the next step is clarity.

Before any building begins, we define:

• The vision for the event
• The goal (number of attendees and desired next step)
• The title and tagline
• Event dates and times
• Whether the event is free or paid

This clarity matters more than people realize, especially the free vs. paid decision, because it impacts what gets built on the back end.

The Core Pieces Built Behind the Scenes

Once clarity is in place, execution begins. These are the foundational elements that typically get built for a virtual event:

1. The Zoom Link

Simple, but essential. Everything connects back to this.

2. The Opt-In Page and Form

This is where attendees learn the details and sign up. For paid events, this may link to a checkout page. For free events, it’s usually a form.

3. The Tripwire Page (Optional)

After signing up, some events include an upsell or next step. This isn’t always used, but it can be powerful when aligned.

4. The Thank You Page

This is where we do things differently.

Our thank-you pages aren’t just confirmation screens, they’re central hubs. 

They include:

• The Zoom link
• Event dates and times
• Workbooks or resources
• Community links (like Facebook groups)
• Clear next steps

This page gets shared repeatedly so participants always know exactly where to go.

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Automations: Creating the Experience People Expect

Once pages and forms are built, automations take over.

This is what creates the seamless experience attendees expect.

A typical flow includes:

• A tag applied when someone registers
• An immediate confirmation email
• Reminder emails leading up to the event
• For multi-day challenges:
  • Email + text 1 hour before
  • Text at start time
  • Replay email after each session

Instead of scheduling everything manually, we build date-based automation flows inside tools like GoHighLevel or Kajabi. Once set up, these flows run automatically based on the actual event dates.

Additional Elements That May Be Added

Depending on the event, we may also create:

• Social media graphics
• A workbook or guide
• A replay landing page
• Giveaways
• Calls to action for booking calls or joining programs

These pieces are flexible, but the foundation stays the same.

The Most Overlooked Part: Team Communication

One of the biggest reasons events fall apart behind the scenes? Poor communication.

For every event, we:

• Check in during weekly team meetings
• Create a dedicated Slack channel
• Pin a master post with everything in one place

That pinned post includes:

• Key dates
• Zoom links
• Page links
• Promo timelines
• Event tags
• Call-to-action links
• Workflow access

No guessing. No hunting. No confusion.

Testing: The Step That Protects the Experience

Once everything is built, we test, and not just by the person who built it.

Someone with fresh eyes goes through the entire experience:

• Opt-in
• Emails
• Links
• Pages

Builders miss things because they’re too close to the work. Fresh eyes catch the small details that protect the customer experience.

The Integrator’s Role (And Why This Matters)

This is the part I want to be very clear about. I don’t personally do all of this work.

My role as the integrator is to:

• Create the workflow
• Assign tasks
• Manage timelines
• Oversee testing and quality control
• Improve systems for efficiency and ease

This is the difference between doing and leading.

Why This Gets Easier Every Time

Once a workflow exists, future events become exponentially easier.

Most platforms allow you to:

• Duplicate funnels
• Reuse automations
• Swap copy and graphics

Instead of starting from scratch, you’re refining what already works. That’s why I always recommend starting simple and building from there.

The Big Picture

From the outside, virtual events look easy.

Behind the scenes, they’re powered by:

• Strategy
• Structure
• Systems
• Clear communication

And that’s exactly why planning events inside quarterly strategy, not at the last minute, changes everything.

If you’re a visionary thinking, “I would love for someone to handle this for me,” that’s often a sign you’re ready for integrator support.

If you’re an integrator thinking, “I want to be doing more of this,” this is the exact work I teach step-by-step inside my Integrator Program.

You’ll find all the ways to connect with me in the show notes, whether that’s booking a call or reaching out on Instagram or Facebook.