[TEMPLATE] Virtual Coffee Event

Setup

Virtual Coffee Page (TEMPLATE)

Explore

[TEMPLATE] Virtual Coffee Event

Planning & Event Charter

Project Team

⁠

Who is the specific audience?

When is this event happening?

What's the purpose and potential benefit to the audience?

What's the goal and objective of this event?

What are the non-goals?

What's the Call To Action next steps (CTA)?

⁠

Event Links

DATE

TIME

Hopin Registration link:

Backstage:

Moderator’s Pals:

Moderator’s Referrals | Metrics

GCP Team registration link

⁠

Tasks

Questions to Answer (QTA)

To Dos Prior to Event (up to 2 weeks before event)

Pre-event Checklist

Select event date & time

Determine scope and timeline for outsourcing (event setup/promotion/moderation/video editing)

Identify & Confirm event speakers

schedule outline/practice/recording sessions pre-event, as needed

Create event graphics (FB header, Hopin Event cover, Session pictures, Social Media campaign graphics and promos)

images for FB ads must have less than 20% text; images with PEOPLE preferred

header graphic for registration page on hopin is SIZE

Determine campaign and event promotion plan

⁠

EMBED TABLE HERE OF WHICH MESSAGE|AUDIENCE|TIMING⁠

⁠

At least three days prior to event, finalize Agenda and Script

Review the crowdsourced questions list from prospective attendees (collected from LI/FB discussion and coda event registration page)

Embed social proof in the presentation deck like comment threads from past events.testimonials, things people said about the event before the event (this will surprise and delight attendees who see their highlight on the slide)

Set goal for metrics and other KPIs (registrations, attendance, social shares/engagement, etc.)

Create presentation materials and worksheets as needed for the event

Will a recorded video be looped to Stage? Change the Stage from livestream to pre-recorded video by going to your event dashboard and under Segments, in the Stage section, switch “Hopin” to “YouTube”/”Vimeo”/”Wistia,” input the video URL, and hit Save.

System Setup

Setup

Hopin.io⁠

event

Create Tickets

Configure Reception with Event Welcome Message

Advanced Settings - update SEO & include event tracking Google Analytics code UA-112057157-1

Create Session(s), as applicable 'virtual roundtable or room' where up to 10 people can participate (video/audio on) and up to 500 attendees can watch

Setup Video Networking (and any ticket matching; 4.5 minute sessions, 270 second maximum)

Create affiliate links for the speakers and promotion team to share the event

Copy and Share the greenroom link with speakers

post a welcome message in the chat Welcome to Virtual Coffee by GCP Cafe. Checkout archive and upcoming events:

https://coda.io/@gcp/coffee⁠

⁠

post an event poll

Event Promotion

Track

invites and prospects⁠

⁠

Create a social share contest; the most shares get [PRIZE] (coaching, free ticket?)

Who can share the event as an affiliate? Share a portion of ticket sales

Create and share week-by-week promotional/referral links to friends of cafe

Create

Facebook Event⁠

Create a promotional posts Facebook (2x) in both the group and GCP Cafe page

Create a facebook discussion thread for pre-event discussion and to post followups

Create LinkedIn Event

dd promotional post at LinkedIn on GCP Cafe company page

message contacts on LinkedIn and ask to share

Post about event at Instagram

Create an instagram announcement + live story

message contacts on Instagram and ask them to register

Up to two weeks before the event, send an invitation to crowdsource questions for the events (post at LinkedIn, Facebook, and email blast)

Create and implement ad strategy Instagram/Facebook

Day of Event

Day of team reminders

Find 5 additional volunteers to share the event to their network in addition to what will be posted on GCP Café (request a share at linkedin AND facebook)

inform registered people best practices and tips to engage in discussion

Send the "plant" questions to the chat attendee who will help

Determine which attendees (at least two) can take notes during the live to highlight for the post-event followup team the timestamps/annotations

Last-Minute promotions and outreach to audience Day of Event

Get an email blast out - with calendar link and URL (reminder to bring a friend)

Send out last minute reminder to registered attendees (Hoping takes care of it) but what about other platforms (LinkedIn, Facebook)

On LinkedIn/Facebook event, make sure there is a click here to join graphic

Check the Social Shares (

LinkedIn reactions⁠

) and RESHARE or comment

Send a blast on facebook (profile/group) to give the join now link

Change website landing page temporarily to redirect all traffic to event URL

GreenRoom Activities

Practice the outline with speakers

Consider a facebook live from the greenroom

Add moderators (as applicable - select from registered event guests) to sessions

Update the main stage/session chat window with link to post-event discussion threads (Facebook group)

⁠

Agenda & Outline

Main Stage/Session (8-10 minutes)

Icebreakers for getting to know audience (2-3 minutes)

Housekeeping (2 minutes)

Overview of how to use Hopin platform

Event format/agenda

Host to extend an Invitation to people who watch later to connect in replay (speak to future audience)

Idea Exchange

Main program content

Determine how to have audience participate in the event (hotseat, questions in chat, breakout rooms?)

Invite to breakout rooms (15 minutes)

- Reminder to come back to main stage

Breakout Room Options

depends on # of attendees

Option One:

Option Two:

Return to main stage (10 minutes)

moderator share-back

Discuss Resources:

Wrap-up & CTA:

Speed Networking Topics:

⁠

Event Followup

Post-event Checklist (start work on this up to two weeks before event)

Admin and Archival

Download zoom recording/reports/registration/poll details

Download the recordings & transcripts from otter and zoom

store in gdrive

Upload to YouTube or process for edits

Download the detailed attendee report under’Past Meetings’

https://support.zoom.us/hc/en-us/articles/360039017432-Dashboard-for-Meetings-and-Webinars?mobile_site=true⁠

⁠

store in gdrive

Update coda meeting minder to indicate which barista participated

⁠

https://support.zoom.us/hc/en-us/articles/216378603-Generating-Meeting-Reports-for-Registration-and-Polling?mobile_site=true⁠

⁠

Download/process/publish Event Recording(s) Hopin:

Watch recording and select timestamps/annotations VOLUNTEER DURING events?

Consider an edit of the video that includes chat screengrabs or a standard opening that invited people in the replay to engage as if they were at the event

Post recordings from Hopin to YouTube (add to Virtual Coffee playlist)

Post recording at

Facebook⁠

(in event & group/page/profile) and host a 'Watch Party'

Update the

Virtual Coffee event page archive (public)⁠

to include the video

Create Event Impact/Engagement Report

Review event metrics again KPIs - did we achieve event goals retrospective

Download event SUMMARY details (registration and other metrics) from Hopin dashboard:

https://hopin.to/organiser/events/[EVENT]/summary⁠

Check the social metrics (

LinkedIn⁠

⁠

followers+⁠

) for engagement, reshares, etc.

Check

Facebook Ad Center⁠

performance

Review

Facebook Event performance⁠

⁠

Review all social/promotional posts to send thank you notes to people who shared and commented

Review and record event metrics against KPIs - did we achieve event goals retrospective

Prepare a sponsor debrief package

make a pie chart of the role/titles of registrants/attendees

Measure ROI of event

Calculate team time (prep, marketing, execution), financial spend (income vs content creation fees for graphics/ads/promotion/training)

Team debrief following event

Post-Event Engagement

Solicit post-event feedback

Create a short poll (series of polls and posts) in Facebook group for feedback & add a section for others to suggest additional topics to discuss

Post a thank you graphic in LinkedIn event and on FB/Insta

Send thank you notes (including recording and worksheets/slides) to all event attendees & hosts

Share post-event feedback and takeaways

Review the chat

Send personal thank you notes to most active participants

Confirm that all chat questions and pre-event questions were answered during the event; if not, followup with the individual who posted the question or route to appropriate GCP Barista for followup

Post in facebook group the segments of event that show a powerful quote, funny moment, etc.

Host a watch party and see the replay happen

Want to print your doc?
This is not the way.

Try clicking the ⋯ next to your doc name or using a keyboard shortcut (

CtrlP

) instead.