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Written by me, Hailey Friedman.
Some background about me:
- Head of Marketing at improvado.io
- A crazy helpful tool that collects all your marketing data into one place.
- Cofounder of Growth Marketing Pro
- President of BAMF San Francisco
It’s been about a year since I took over BAMF fireside chat events from Josh Fechter here in San Francisco, and let me tell you– it’s been a wild ride ever since.
It’s been a blast, but it’s also been A LOT of work.
Before he moved to LA, Josh showed me the ropes behind his process.
Now I’ve got it down to a science.
Here are the exact steps I take.
For seamless events attended by hundreds of people…
Step 1: Find a venue– Book a date
Step 2: Find a speaker– Someone engaging
Step 3: Intro call with speaker to confirm they have juicy stories and are engaging.
Step 4: Confirm event date with speaker
Step 5: Interview speaker for 1 hour– Take lots of notes
Step 6: Get bio from speaker
Step 7: Pull headshot from Linkedin
Step 8: Come up with event title (get approval from speaker if necessary)
Step 9: Create event page on Eventbrite
Step 10: Create event page on Meetup
Step 11: Create event page on WebinarJam (if there is going to be a virtual component)
Step 12: Create event page on Facebook
Step 13: Create 4 different emails about the event (2 weeks out, 1 week out, day before, morning of)
- Example format: https://www.evernote.com/l/ApKKIGWXKABGQ40mf-5924nQbAYM8X7KMQA
Step 14: Create a Linkedin post about the event
- Example 1: https://www.evernote.com/l/ApKewhaj4yhEAofVnqjXt7hjDHcciNQ8qRw
- Example 2: https://www.evernote.com/l/ApI00XKo1axI4LGFTtbSLoZKHyK4r7U6d1U
Step 15: Create Facebook group posts about the event
- Can re-use Linkedin post. Include link to eventbrite to register for the event
Step 16: Get event volunteers
Step 17: Assign someone to help with Registration
Step 18: Assign someone to help with Photography or hire a photographer
Step 19: Assign someone to help with Video or hire a videographer
Step 20: Assign someone to help with manning the digital Webinar at the event
Step 21: Assign someone to help with Sound / Microphone at the event, and also be the person who passes the mic around for questions during the Q & A
Step 22: Assign people to help with putting out Chairs and clean up
Step 23: Assign someone to help with promotion / Ticket Sales
Step 24: Assign someone to help with finding Sponsorship partners
Step 25: Assign someone to help with finding Food sponsors or paying for catering
Step 26: Assign someone to help with finding drink sponsors or paying for drinks
Step 27: Create Bot post about the event (if applicable)
Step 28: Direct Message an invitation to SF Linkedin connections using Linkedin Helper
Step 29: Post Event on other event sites
- The hush– Email event info here: [email protected]
- Startup digest– submit event info here: https://www.startupdigest.com/events/new
- Rush Tix– Email event info here: [email protected]
- UpOut– Submit event info here: https://www.upout.com/submit-your-event
Step 30: Email email list once a week about events
Step 31: Email Meetup Subscribers twice a week about events
Step 32: Read through notes and write up a list of interview questions to ask the speaker. Focus on questions that will pull out the juicy nuggets and stories.
Step 33: Send speaker your interview questions 1 week before
Step 34: Send an email the day before the event to get last minute signups
Step 35: Send an email the morning of the Event to remind everyone who signed up about the time and location
Step 36: Day of the event: make sure you have the following items
- Name tags
- Attendee List printed out
- Outfit picked out ?
- Makeup (if applicable ? )
- Leave work early
- Event crew to show up 1 hour early
Now go on out there and start planning your event!