Through pre-event planning sessions and conversations the planning team will need to:
Set a date & topic
Craft an agenda that flows
Practice or prototype parts of it as needed
Find a venue or online platform, and ensure the space can be configured to your needs
Venues to consider: Offices, Bars/ restaurants, Schools/ classrooms
Arrange other logistics (food, ticketing, supplies, budget, sponsors, stickers, schwag)
Invite people and market the event (email, social media, etc.)
Send out the agenda beforehand to get people interested, and let them know what to expect
Is there a hashtag?
Plan activities based on event goals (find speakers and content, organize a panel, draft conversation prompts, plan exercises, ensure everything is ready in time)
Clarify roles and responsibilities to handle day-of logistics (e.g. set-up, greeters, clean up)
If you host recurring meetings at a regular cadence in the same space, logistical planning is streamlined.
If you’re hosting a large event like a hackathon, training, or conference - this type of planning can take months and involve multiple teams.
a welcome/registration area
getting media queued up
ensuring presenters are there, and prepared
ensuring both AV and event tech is working as expected
Setting up the space with care, and in community, can make you a more grounded host who’s not stressing about details when people arrive.
You might want to build up a portable kit of stuff to help you host events, including:
Schwag (e.g. stickers)
Nametags & pens
Flipchart and markers
Video cameras/ web-cams