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EP Event Project Management Process

EP Event Template 1: Event Plan

EP Event Template 2: Evaluation & Leads Report

EP Event Template 3: Post-Event Email

EP Guest Speaker Briefing Guide

Emerge Performance Events Project Management Framework

⁠

OBJECTIVE This document outlines a standardized project management system to ensure smooth, impactful, and business-aligned execution of EP events. It integrates best practices from event planning and project management and is tailored to EP's specific event types, goals, and team structure.

⁠

I. EP EVENT CATEGORIES

1. TCV Community Events

AMA (Ask Me Anything) with Lalit Jagtiani

TCV Guest Speaker Events

2. Program Funnel Events

Coaching Fundamentals Series (for TPC)

Team Coaching Lab (for TTC)

Each event should be mapped to its specific business objectives:

Brand awareness

TCV registrations and engagement

Lead generation

Program enrolment

⁠

II. PHASED EVENT PROJECT PLAN

A. PRE-EVENT (4–6 WEEKS BEFORE EVENT)

Strategy & Setup

Define objective, topic, and target audience

Confirm date, time, and format (Zoom, in-person, hybrid)

Select and brief speaker(s)

Provide them with our

EP Guest Speaker Briefing Guide⁠

⁠

Assign core roles (see Section IV)

Marketing & Promotion

Create event page on Disco

Double check the settings and reminder emails

Design visuals and content for LinkedIn, TCV, newsletter

Schedule and publish promotional content

Provide speaker with promotional materials to share with their network

Logistics & Production

Set up Zoom link (with waiting room enabled)

Check for other EP events happening at the same time

Rent an extra Zoom account if needed

Confirm session flow and slides

Book dry run and tech check with the speaker

Upload materials to shared folder (slides, feedback forms, etc.)

Lead Capture Setup

Prepare registration tracking sheet or lead form

Use

EP Event Template 2: Evaluation & Leads Report⁠

⁠

Define tagging/naming system in CRM or follow-up list

B. DURING EVENT

Session Roles & Flow

Host/Moderator welcomes participants, introduces EP + TCV + speaker

Speaker delivers main session

Tech support handles Zoom, slides, and photo documentation

Moderator manages Q&A and closing CTA

Launch feedback poll (with verbal reminder)

Thank-you and wrap-up

Mention next event or program opportunity

Mention post-event email with takeaways and any resources

C. POST-EVENT (WITHIN 1–3 DAYS)

Reporting & Lead Management

Prepare an Evaluation & Leads Report (use

EP Event Template 2: Evaluation & Leads Report⁠

)

Consolidate feedback and calculate session rating

Highlight what worked and what to improve

Identify warm leads from attendee list

Update CRM or tracking sheet with notes and status

Download event registration list from Disco and upload to Mailchimp

Add an event-specific tag to all new and existing contacts who registered for the event

Send personalized follow-up messages to leads (via personal email and/or LinkedIn message, not via Mailchimp)

Currently, sent by Han Ee

In future, potentially sent by BD/sales lead

Follow-Up

Send post-event email (use

EP Event Template 3: Post-Event Email⁠

) with:

Thank-you message

Key takeaway(s)

Event replay (via TCV link)

Downloadable slides

Links to relevant EP programs and/or upcoming events

CTA to learn more or schedule a call

Invitation to join The Coaching Village

Content Repurposing

Publish LinkedIn recap post

Clip and post 30–60 sec highlight video

Consider turning highlights into carousel or blog post

⁠

III. STANDARD EVENT CHECKLIST

4–6 WEEKS BEFORE

Confirm topic, speaker, and date

Create event plan in Coda (EP Event Template 1: Event Plan)

Assign person in charge for all responsibilities

3–4 WEEKS BEFORE

Design and approve visuals

Set up Disco event page

Begin promotion on TCV + social

Schedule newsletter/email send

Set up Zoom (enable waiting room)

1 WEEK BEFORE

Conduct dry run and finalize session flow

Submit slides for review

Prepare feedback form and follow-up email template

EVENT DAY

Open Zoom 30 mins before start with waiting room activated

Meet with speaker to address any last-minute issues

Confirm all roles are ready

Deliver session + record + photo

Collect live feedback + download participant list

POST-EVENT

Add event registrants to Mailchimp (tag with specific event tag)

Send event recap email (target timeline: within 1–3 days post-event)

Log feedback & evaluation

Enter and tag leads into lead tracking database (CRM or tracking sheet)

Publish recap content on LinkedIn

⁠

IV. EVENT ROLES & RESPONSIBILITIES

Table 1

Table 1

Role

Responsibility

Notes

Person in charge

Event Lead

Overall coordination & timeline tracking

Usually Marketing Manager or Project Lead

Speaker Liaison

Confirm topic, brief speaker, schedule dry run

Tech Host

Manage Zoom setup, spotlighting, recording

Ensure familiarity with Zoom tools

Moderator

Welcome, bridge to CTA, manage Q&A

Internal EP representative

Content Creator

Prepare visuals, posts, slides

Should follow brand guidelines

Feedback Lead

Launch poll, collect results, generate report

Use standard template for report

Photo & Recording

Capture screenshots, session video

For social content & archive

Lead Follow-Up

Identify leads, tag, and follow up with Han Ee

Coordinate with Han Ee or BD/sales lead

There are no rows in this table

⁠

V. GAPS & RECOMMENDATIONS

Identified Issues & Gaps and Solutions

Inconsistent slide preparation & dry run scheduling

Solutions:

Set clear expectations with speaker for when we need their slides and importance of a dry run

Assign content creator role for EP team member to lead creation of EP slides

Zoom-related technical hiccups

Solutions:

Train EP team members on using Zoom to run events

Ensure speaker is comfortable with Zoom during pre-event dry run & tech check

Lead follow-up not always prompt or personalized

Solutions:

Create a centralized lead database, accessible to the whole team

Assign lead follow-up role for each event to ensure timely post-event follow-up by Han Ee

Limited cross-team visibility into event calendar

Solutions:

Consolidated

EP Public Events Calendar⁠

⁠

Weekly events planning & review check-in during weekly EP marketing meeting

Event success not consistently benchmarked

Solutions:

Track session attendance and ratings in event’s

Evaluation & Leads Report⁠

⁠

Add this info to the

EP Marketing Dashboard⁠

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Conclusion This event project management framework is designed to streamline how EP runs impactful, community-driven, and business-aligned events. With consistency, accountability, and clarity across roles and timelines, your events can scale in both quality and impact.

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