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Select event date & timeDetermine scope and timeline for outsourcing (event setup/promotion/moderation/video editing)Identify & Confirm event speakersschedule outline/practice/recording sessions pre-event, as neededCreate 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 preferredheader graphic for registration page on hopin is SIZEDetermine campaign and event promotion planAt least three days prior to event, finalize Agenda and ScriptReview 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 eventWill 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.
Create TicketsConfigure Reception with Event Welcome MessageAdvanced Settings - update SEO & include event tracking Google Analytics code UA-112057157-1Create Session(s), as applicable 'virtual roundtable or room' where up to 10 people can participate (video/audio on) and up to 500 attendees can watchSetup 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 eventCopy and Share the greenroom link with speakersRegister & Login to the eventpost a welcome message in the chat Welcome to Virtual Coffee by GCP Cafe. Checkout archive and upcoming events: post an event poll
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 salesCreate and share week-by-week promotional/referral links to friends of cafeCreate a promotional posts Facebook (2x) in both the group and GCP Cafe pageCreate a facebook discussion thread for pre-event discussion and to post followupsCreate LinkedIn Event dd promotional post at LinkedIn on GCP Cafe company pagemessage contacts on LinkedIn and ask to sharePost about event at Instagram Create an instagram announcement + live storymessage contacts on Instagram and ask them to registerUp 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 team remindersFind 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 discussionSend the "plant" questions to the chat attendee who will helpDetermine which attendees (at least two) can take notes during the live to highlight for the post-event followup team the timestamps/annotationsLast-Minute promotions and outreach to audience Day of EventGet 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 graphicSend a blast on facebook (profile/group) to give the join now linkChange website landing page temporarily to redirect all traffic to event URLGreenRoom ActivitiesPractice the outline with speakersConsider a facebook live from the greenroomAdd moderators (as applicable - select from registered event guests) to sessionsUpdate the main stage/session chat window with link to post-event discussion threads (Facebook group)
moderator share-back
Admin and ArchivalDownload zoom recording/reports/registration/poll detailsDownload the recordings & transcripts from otter and zoomstore in gdriveUpload to YouTube or process for editsDownload the detailed attendee report under’Past Meetings’ store in gdriveUpdate coda meeting minder to indicate which barista participated 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 eventPost recordings from Hopin to YouTube (add to Virtual Coffee playlist)Create Event Impact/Engagement Report Review event metrics again KPIs - did we achieve event goals retrospectiveDownload event SUMMARY details (registration and other metrics) from Hopin dashboard: Review all social/promotional posts to send thank you notes to people who shared and commentedReview and record event metrics against KPIs - did we achieve event goals retrospectivePrepare a sponsor debrief packagemake a pie chart of the role/titles of registrants/attendeesMeasure ROI of eventCalculate team time (prep, marketing, execution), financial spend (income vs content creation fees for graphics/ads/promotion/training)Team debrief following eventPost-Event Engagement Solicit post-event feedbackCreate 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/InstaSend thank you notes (including recording and worksheets/slides) to all event attendees & hostsShare post-event feedback and takeawaysReview the chat Send personal thank you notes to most active participantsConfirm 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 followupPost in facebook group the segments of event that show a powerful quote, funny moment, etc.Host a watch party and see the replay happen
[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
System Setup
Event Promotion
Day of Event
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)
Discuss Resources:
Wrap-up & CTA:
Speed Networking Topics:
Event Followup
Post-event Checklist (start work on this up to two weeks before event)
https://hopin.to/organiser/events/[EVENT]/summary
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