March meetup [tracking issue]

[broccolini]

Date: March 8th, 6.30pm
Venue: tbc
Topic: tbc

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Tracking

• Announce meetup
  • Meetup event created & posted (4 weeks prior)
  • Tweet "save the date"
  • "Save the date" link added to website
• Confirm speakers
  • Speaker 1
  • Speaker 2
  • Speaker 3
• Announce speakers & RSVP's
  • RSVP's open on meetup (ideally 4-6 weeks prior)
  • Tweet RSVP's
  • Meetup event updated with speakers
  • Announce event with speakers on website, archive previous event
  • Tweet speakers
• Speaker prep
  • Send calendar invite for event with time and location
  • 1:1 with speaker to prep for talk
    • Speaker 1
    • Speaker 2
    • Speaker 3
  • Draft panel questions & share with speakers for feedback (2 weeks prior)
  • Book call with all speakers
  • Run through talks and panel questions with speakers (1 week prior)
• Reminders
  • Increae RSVP limit 2 weeks out
  • Tweet Event reminder w/ link to RSVP
  • Increase RSVP limit 1 week out
  • Tweet reminder about upcoming event 1 week prior
  • Send reminder to update RSVP weekend prior to event
  • Tweet update RSVP reminder a few days before event
  • Increase RSVP limit 1 day prior
  • Tweet event reminder morning of event
• Host prep
  • Confirm AV setup
  • Send slide loop template
  • Confirm whether event will be recorded, if so:
    • Update meetup to say "this event will be recorded"
    • Check with speakers re recording
  • Send running sheet (1 week prior)
  • Send slides loop
  • Confirm registration process (security & volunteers for registration)
  • Confirm seating setup
  • Check what time organizers & speakers can arrive for setup
  • Send or print out rsvp spreadsheet (5pm day of)
• Post event
  • Tweet thank you to host and speakers
  • Message speakers to thank them again for speaking and check in re slides
  • Update website with speakers slides, add "save the date" if next event is confirmed
  • Cover photo for video chosen
  • Photography short-list created
  • Photographs edited and shared for uploading
  • Event page created, photos, slides, & video uploaded
  • Homepage updated to promote event photos & videos
  • Tweet photos, videos, & slides