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The event social media checklist: before, during, after

A practical checklist for covering a conference or event on social media, whether you plan the coverage yourself or brief us. Items marked (Review) are the ones to route through your medical, legal and regulatory process.

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Before the event

Plan the coverage and clear it in advance

  • Name the goal and the audience: who should see this event without being in the room, and what should they do afterward.
  • Choose one hashtag and the accounts to tag. Check the hashtag is not already used for something unrelated.
  • Agree who approves content and how quickly. Set the route for anything touching medical, legal or regulatory topics. (Review)
  • Collect the speaker list, the session schedule, bios and photos, and confirm which speakers agree to be quoted and filmed.
  • Agree the consent rules for speakers, the organizer and the venue, including any photography notices for attendees.
  • Write and approve the pre-event posts: speaker introductions, schedule highlights, and how to attend or watch.
  • Prepare a do-not-post list: product or clinical claims, off-label statements, and any patient details. (Review)
  • Decide the posting plan: what is posted live, what is held for later, and on which channels.
  • Plan what to capture: keynote moments, quotable lines, short clips, and photos of the room and the people. Note where capture is not allowed.
  • Check the practical details: mobile signal or Wi-Fi, power, device storage and access to the speaker area.
During the event

Capture the people and the moments that matter

  • Post a short welcome as the event opens, with the hashtag.
  • Capture the keynote’s key lines and attribute them correctly. Confirm the spelling of names and titles.
  • Record short video clips of the moments worth sharing.
  • Photograph the room, the speakers and the people attending, within the consent rules.
  • Post live moments as they happen, and hold anything that needs review.
  • Reply to and share what attendees post under the hashtag.
  • Quote exactly where a statement is clinical or about a product, rather than paraphrasing it. (Review)
  • Note moments and quotes for the recap as they happen.
After the event

Share it with everyone who could not be there

  • Publish a thank-you and a recap once they are approved.
  • Spread the best clips and quotes over the following weeks, so the event keeps reaching people who were not there.
  • Tag and thank the speakers, partners and the venue.
  • Send a short results summary to your leadership: reach, engagement, top posts and mentions.
  • Record what to change next time.
  • Archive the approved assets with captions, credits and permissions for future use.
  • Set the next event’s date and start its calendar.

This checklist is general guidance. It is not legal or regulatory advice, and your own review process always comes first.

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