Skill: 1kalin/afrexai-event-management (version 1.0.0)

# Event Management & Conference Engine Complete system for planning, executing, and measuring corporate events, conferences, workshops, webinars, and meetups. From initial concept through post-event ROI analysis. --- ## Phase 1: Event Strategy & Concept ### Event Brief YAML ```yaml event: name: "" type: "" # conference | workshop | webinar | meetup | summit | retreat | launch | gala | hackathon purpose: "" # lead-gen | brand-awareness | education | networking | product-launch | team-building | fundraising theme: "" audience: primary_persona: "" secondary_persona: "" expected_size: 0 geographic_spread: "" # local | regional | national | international seniority_mix: "" # C-suite | directors | managers | ICs | mixed format: "" # in-person | virtual | hybrid duration: "" # half-day | full-day | multi-day | series date_target: "" # specific date or window success_metrics: - metric: "" target: 0 measurement: "" budget: total: 0 currency: "USD" funding: "" # company | sponsors | ticket-sales | mixed stakeholders: executive_sponsor: "" project_lead: "" core_team: [] constraints: - "" kill_criteria: - "Registration < 30% of target at T-14 days" - "Speaker confirmations < 60% at T-30 days" - "Sponsor revenue < 50% of budget gap at T-45 days" ``` ### Event Type Decision Matrix | Type | Best For | Typical Size | Lead Time | Budget Range | |------|----------|-------------|-----------|-------------| | Conference | Thought leadership, industry presence | 200-5000 | 6-12 months | $50K-$500K+ | | Workshop | Skill transfer, product training | 15-50 | 4-8 weeks | $2K-$20K | | Webinar | Lead gen, education at scale | 50-5000 | 2-4 weeks | $500-$5K | | Meetup | Community, networking | 20-200 | 2-4 weeks | $500-$5K | | Summit | Executive alignment, strategy | 50-300 | 3-6 months | $20K-$200K | | Retreat | Team building, planning | 10-50 | 4-8 weeks | $5K-$50K | | Product Launch | Awareness, press | 50-500 | 2-4 months | $10K-$100K | | Hackathon | Innovation, hiring | 30-500 | 4-8 weeks | $5K-$30K | | Gala/Fundraiser | Revenue, relationships | 100-1000 | 3-6 months | $20K-$200K | ### Go/No-Go Scorecard (Rate 1-5) | Factor | Score | Weight | |--------|-------|--------| | Clear business objective alignment | _ | 3x | | Audience demand validated | _ | 3x | | Budget secured or realistic | _ | 2x | | Team capacity available | _ | 2x | | Venue/platform feasible | _ | 1x | | Timeline realistic | _ | 2x | | Competitive landscape favorable | _ | 1x | | Sponsor/partner interest | _ | 1x | | **Total** | _ /75 | | - **60+**: Green light - **45-59**: Proceed with risk mitigation - **<45**: Redesign or kill --- ## Phase 2: Budget & Financial Planning ### Budget Template YAML ```yaml budget: revenue: ticket_sales: early_bird: { price: 0, qty: 0, total: 0 } regular: { price: 0, qty: 0, total: 0 } vip: { price: 0, qty: 0, total: 0 } group: { price: 0, qty: 0, total: 0 } sponsorship: platinum: { price: 0, qty: 0, total: 0 } gold: { price: 0, qty: 0, total: 0 } silver: { price: 0, qty: 0, total: 0 } exhibitor: { price: 0, qty: 0, total: 0 } other: merchandise: 0 workshop_upsell: 0 recording_access: 0 total_revenue: 0 expenses: venue: rental: 0 catering: 0 # $50-150/person/day typical av_equipment: 0 wifi_upgrade: 0 insurance: 0 security: 0 speakers: fees: 0 travel: 0 accommodation: 0 gifts: 0 marketing: paid_ads: 0 design: 0 email_platform: 0 social_media: 0 pr_agency: 0 print_materials: 0 technology: registration_platform: 0 streaming_platform: 0 event_app: 0 wifi: 0 production: stage_design: 0 lighting: 0 photography: 0 videography: 0 signage: 0 staffing: event_staff: 0 volunteers: 0 overtime: 0 miscellaneous: swag: 0 transportation: 0 contingency: 0 # 10-15% of total total_expenses: 0 summary: net_result: 0 roi_percentage: 0 cost_per_attendee: 0 break_even_registrations: 0 ``` ### Pricing Strategy by Event Type | Type | Free | Paid | Hybrid | |------|------|------|--------| | Webinar | ✅ Max registrations | Premium content only | Free general + paid workshop | | Conference | ❌ Low commitment | ✅ Qualified attendees | Early sessions free, full access paid | | Workshop | ❌ No-show risk | ✅ Committed learners | Free intro + paid deep-dive | | Meetup | ✅ Community growth | Rarely | Free + sponsor-funded | ### Sponsorship Package Design **Tier structure (typical 4-tier):** | Benefit | Platinum | Gold | Silver | Bronze | |---------|----------|------|--------|--------| | Logo on main stage | ✅ | ✅ | ❌ | ❌ | | Speaking slot | Keynote | Panel | Lightning | ❌ | | Booth space | Premium | Standard | Table | ❌ | | Attendee list | Full | Opt-in only | ❌ | ❌ | | Social mentions | 10+ | 5 | 3 | 1 | | Email inclusion | Dedicated | Shared | Footer | ❌ | | Comp tickets | 10 | 5 | 3 | 2 | | Branding | All materials | Website+email | Website | Logo wall | | **Typical price** | $25K-100K | $10K-40K | $5K-15K | $1K-5K | **Sponsor outreach email template:** ``` Subject: [EVENT NAME] — Partnership opportunity for [COMPANY] Hi [NAME], We're hosting [EVENT] on [DATE] — [SIZE] [AUDIENCE TYPE] will be there, and [RELEVANT STAT about their audience overlap]. I noticed [COMPANY] has been [SPECIFIC THING — product launch, hiring push, market expansion]. Our [TIER] partnership includes [TOP 2-3 BENEFITS most relevant to their goals]. Past partners include [2-3 recognizable names] — [SOCIAL PROOF METRIC]. Worth a quick call this week? [SIGNATURE] ``` --- ## Phase 3: Venue & Platform Selection ### In-Person Venue Checklist **Must-haves:** - [ ] Capacity matches expected attendance + 10% buffer - [ ] AV system adequate or upgradeable - [ ] Reliable WiFi (calculate: attendees × 2 devices × 1 Mbps minimum) - [ ] Accessible (ADA/DDA compliant) - [ ] Adequate power outlets for all sessions - [ ] Climate control - [ ] Loading dock for setup - [ ] Sufficient restrooms (1 per 50 attendees minimum) - [ ] On-site parking or public transit access - [ ] Cell service coverage **Nice-to-haves:** - [ ] Breakout rooms - [ ] Outdoor space - [ ] On-site catering - [ ] Green room for speakers - [ ] Natural lighting - [ ] Branding-friendly walls/surfaces - [ ] Nearby hotels **Red flags:** - Venue won't share floor plan → hidden layout issues - No backup generator → power risk - Exclusive catering vendor at 3x market rate - WiFi "included" but capped at 50 connections - No early access for setup day before ### Virtual Platform Selection | Need | Platform Type | Examples | |------|--------------|---------| | Simple webinar (<500) | Webinar tool | Zoom Webinars, StreamYard | | Large conference | Virtual event platform | Hopin, Airmeet, Run The World | | Hybrid (in-person + virtual) | Hybrid platform | Swoogo, Bizzabo, Cvent | | Workshop/interactive | Meeting tool | Zoom, Google Meet, Teams | | On-demand/recorded | Video platform | YouTube, Vimeo, Teachable | ### Hybrid Event Considerations - **80/20 rule**: Design for in-person, adapt for virtual — NOT the other way around - Virtual attendees need dedicated host/moderator (not just a camera pointed at stage) - Separate chat moderator for virtual Q&A - Pre-record backup for every live session (technical failure protection) - Time zone awareness: publish schedule in 3+ time zones - Virtual networking requires structured facilitation (random 1:1 matching, topic tables) --- ## Phase 4: Speaker & Content Curation ### Speaker Brief YAML ```yaml speaker: name: "" title: "" company: "" bio: "" # 100-word max headshot: "" # high-res link social: twitter: "" linkedin: "" session: title: "" format: "" # keynote | panel | workshop | fireside | lightning duration_min: 0 track: "" level: "" # beginner | intermediate | advanced abstract: "" # 200 words max key_takeaways: - "" - "" - "" target_audience: "" logistics: travel_required: false accommodation_nights: 0 fee: 0 av_requirements: "" # slides, demo, video, live coding dietary: "" status: "" # invited | confirmed | declined | backup confirmed_date: "" contract_signed: false materials_received: false # slides, bio, headshot materials_deadline: "" # T-14 days minimum ``` ### Content Architecture **For a full-day conference (8 hours):** | Time | Slot | Type | Notes | |------|------|------|-------| | 08:00-08:30 | Registration & networking | Social | Coffee, badges | | 08:30-08:45 | Welcome & housekeeping | MC | Set energy, logistics | | 08:45-09:30 | Opening keynote | Keynote | Big name, set theme | | 09:30-09:45 | Break | - | 15 min minimum | | 09:45-10:30 | Track sessions (2-3 parallel) | Talk | 30-40 min + Q&A | | 10:30-10:45 | Break | - | | | 10:45-11:30 | Track sessions | Talk/Panel | | | 11:30-12:15 | Panel discussion | Panel | 3-4 panelists + moderator | | 12:15-13:30 | Lunch & networking | Social | 75 min minimum for lunch | | 13:30-14:15 | Afternoon keynote | Keynote | Energy boost | | 14:15-14:30 | Break | - | | | 14:30-15:15 | Track sessions / workshops | Mixed | Hands-on options | | 15:15-15:30 | Break | - | Afternoon snack | | 15:30-16:15 | Track sessions | Talk | | | 16:15-16:30 | Closing keynote / wrap-up | Keynote | End on high, CTA | | 16:30-18:00 | Networking reception | Social | Optional, sponsored | **Content rules:** 1. **No back-to-back talks > 45 min** — attention spans die 2. **Breaks every 90 min minimum** — non-negotiable 3. **Lunch ≥ 75 min** — people need to eat AND network 4. **Last session ≠ most important** — energy drops after lunch 5. **Panel ≤ 4 speakers** — more = chaos 6. **Lightning talks = 5-7 min** — enforce ruthlessly with visible timer 7. **Q&A = collected written questions** — avoid mic-hoggers 8. **Every session needs a clear takeaway** — "what will attendees DO differently?" ### Speaker Management Timeline | When | Action | |------|--------| | T-90 days | Send speaker invitations with brief | | T-60 days | Confirm all speakers, sign agreements | | T-30 days | Collect bios, headshots, session abstracts | | T-14 days | Collect slide decks / materials | | T-7 days | Speaker briefing call (logistics, AV, timing) | | T-1 day | Tech check for virtual speakers | | Day of | Green room available 60 min before slot | | T+3 days | Thank-you email with event photos/metrics | --- ## Phase 5: Marketing & Registration ### Registration Funnel ``` Awareness → Interest → Registration → Confirmation → Attendance → Post-Event | | | | | | Landing Email Payment/ Reminder Check-in Survey page nurture form sequence + badge + follow-up ``` ### Marketing Timeline | Phase | When | Actions | |-------|------|---------| | **Announce** | T-90 days | Landing page live, save-the-date email, social tease | | **Early Bird** | T-75 to T-45 | Early bird pricing (20-30% off), speaker announcements | | **Momentum** | T-45 to T-14 | Regular pricing, sponsor announcements, content previews | | **Urgency** | T-14 to T-3 | Last chance emails, scarcity messaging, social proof | | **Final Push** | T-3 to T-0 | Day-of logistics email, FOMO for waitlist | ### Email Sequence **Email 1 — Save the Date (T-90)** ``` Subject: Save the date: [EVENT] — [DATE] [ONE SENTENCE about what it is] [WHO it's for] — [WHY they should care] Early bird registration opens [DATE]. Reply to this email if you want first access. [LINK to landing page] ``` **Email 2 — Early Bird Open (T-75)** ``` Subject: [EVENT] early bird is live — save [X]% [SPEAKER HIGHLIGHTS — 2-3 names] [AGENDA PREVIEW — 3 bullet takeaways] Early bird pricing ends [DATE]: - General: $[X] (reg $[Y]) - VIP: $[X] (reg $[Y]) [CTA BUTTON] [SOCIAL PROOF — past attendees, companies represented] ``` **Email 3 — Speaker Spotlight (T-60, repeat weekly)** ``` Subject: [SPEAKER NAME] is joining [EVENT] [2-sentence bio — why they matter] They'll be talking about: [TOPIC] You'll walk away knowing: [3 TAKEAWAYS] [CTA — Register to see them live] ``` **Email 4 — Last Chance (T-7)** ``` Subject: [X] spots left for [EVENT] [SOCIAL PROOF — X people registered, Y companies] Here's what you'll miss if you skip: 1. [SPECIFIC TAKEAWAY] 2. [SPECIFIC TAKEAWAY] 3. [NETWORKING VALUE] [CTA — Secure your spot] P.S. [URGENCY — early bird expired, limited seats, recording NOT included] ``` ### Registration Page Checklist - [ ] Clear event name, date, location above fold - [ ] 3 bullet "What you'll learn" / value props - [ ] Speaker photos and names (social proof) - [ ] Pricing tiers clearly compared - [ ] FAQ section (refund policy, what's included, dress code) - [ ] Countdown timer (if appropriate) - [ ] Past event photos/testimonials - [ ] Mobile-optimized form (minimal fields) - [ ] Calendar add button on confirmation - [ ] Social share buttons on thank-you page ### No-Show Reduction Tactics Typical no-show rates: Free events 40-60%, Paid events 10-20% | Tactic | Impact | |--------|--------| | Charge even a nominal fee ($5-10) | Reduces no-shows 30-50% | | Reminder email T-7, T-1, T-0 morning | Reduces 10-15% | | Calendar invite in confirmation email | Reduces 5-10% | | "Bring a colleague" incentive | Fills empty seats | | Waitlist messaging ("X people waiting") | Creates commitment | | Pre-event engagement (polls, questions) | Builds investment | | Share attendee list preview | Creates FOMO | --- ## Phase 6: Operations & Logistics ### Master Run Sheet YAML ```yaml run_sheet: date: "" venue: "" team: - role: "Event Director" name: "" phone: "" responsibilities: ["overall coordination", "escalation point"] - role: "Registration Lead" name: "" phone: "" responsibilities: ["check-in", "badge printing", "walk-ins"] - role: "AV/Tech Lead" name: "" phone: "" responsibilities: ["sound", "slides", "streaming", "recording"] - role: "Speaker Liaison" name: "" phone: "" responsibilities: ["green room", "speaker timing", "transitions"] - role: "Catering Coordinator" name: "" phone: "" responsibilities: ["food timing", "dietary needs", "cleanup"] - role: "Social Media / Content" name: "" phone: "" responsibilities: ["live posting", "photos", "attendee engagement"] timeline: - time: "06:00" action: "Core team arrives, venue walkthrough" owner: "Event Director" - time: "06:30" action: "AV setup and testing" owner: "AV Lead" - time: "07:00" action: "Registration desk setup, badge check" owner: "Registration Lead" # ... continue for full day emergency_contacts: venue_manager: "" catering: "" av_company: "" nearest_hospital: "" security: "" ``` ### Day-Of Checklist **Pre-Event (4-6 hours before):** - [ ] Venue walkthrough — exits, restrooms, signage - [ ] AV full test — every mic, every projector, every clicker - [ ] WiFi test — speed test from 3+ locations - [ ] Registration desk setup — badges, programs, swag bags - [ ] Signage placed — room names, directions, sponsor logos - [ ] Catering confirmed — timing, quantities, dietary labels - [ ] Photography/video briefing — shot list, off-limits areas - [ ] Speaker green room stocked — water, snacks, chargers, mirror - [ ] Emergency plan reviewed with all staff - [ ] Streaming/recording test (if applicable) **During Event:** - [ ] Timer visible to speakers (5-min, 1-min warnings) - [ ] Room temperature monitoring (68-72°F / 20-22°C) - [ ] Social media live posting every 30 min - [ ] Attendee questions collected for Q&A - [ ] Breaks started and ended ON TIME - [ ] Photo coverage of every speaker + audience reactions - [ ] Sponsor acknowledgments per schedule - [ ] Emergency exits clear at all times **Post-Event (same day):** - [ ] Venue sweep — lost items, damage check - [ ] AV equipment returned/secured - [ ] Leftover food donated (arrange in advance) - [ ] Thank-you to venue staff - [ ] Quick team debrief (30 min max, fresh memories) - [ ] Social media recap post - [ ] Survey email scheduled (send within 24 hours) ### Crisis Management Quick Reference | Crisis | Immediate Action | Escalation | |--------|-----------------|------------| | Speaker no-show | Activate backup speaker or extend adjacent session + networking | Communicate transparently | | AV failure | Switch to backup laptop/mic; worst case = "unplugged" session | AV vendor emergency line | | Medical emergency | Call emergency services, clear area, assign guide to entrance | Venue security + event director | | Venue emergency (fire/weather) | Follow venue evacuation plan, account for all attendees | Venue manager leads | | Low attendance | Reconfigure room (smaller setup), increase networking time | No public acknowledgment | | Catering failure | Order emergency delivery (pizza/sandwiches), extend session to buy time | Catering manager | | WiFi down | Mobile hotspot backup, pause any demos, paper feedback forms | Venue IT | | Protest/disruption | Security handles, do NOT engage publicly, move to private | Security + event director | --- ## Phase 7: Attendee Experience Design ### Attendee Journey Map ``` Pre-Event Day-Of Post-Event ───────────────────────── ──────────────────────── ───────────────── Registration confirmation Arrival & check-in Thank you email (T+1) ↓ ↓ ↓ Pre-event email series Badge + swag bag Survey (T+1) ↓ ↓ ↓ Event app / community Opening keynote Recordings access (T+3-7) ↓ ↓ ↓ Networking pre-matching Sessions + networking Follow-up content (T+7) ↓ ↓ ↓ Logistics email (T-1) Lunch + activities Community invite (T+14) ↓ Afternoon sessions ↓ Closing + networking ``` ### Networking Facilitation **Structured networking formats:** | Format | How | Best For | Time | |--------|-----|----------|------| | Speed networking | 3-min rotations, bell timer | Large groups, strangers | 30 min | | Topic tables | Labeled tables by interest | Targeted connections | During meals | | Buddy system | Pair first-timers with returners | Community building | All day | | Unconference | Attendee-proposed sessions | Engaged audiences | 60-90 min | | Fishbowl | Inner circle discusses, outer observes | Controversial topics | 30-45 min | | Ask-me-anything | Expert sits at labeled table | Expert access | 20 min slots | ### Accessibility Checklist - [ ] Wheelchair-accessible venue (ramps, elevators, wide aisles) - [ ] Reserved seating near stage for hearing/vision impaired - [ ] Sign language interpreter (if requested or >200 attendees) - [ ] Live captioning for all sessions - [ ] Dietary accommodations labeled (vegan, halal, kosher, allergies) - [ ] Quiet room available (sensory breaks) - [ ] Gender-neutral restrooms identified - [ ] Large-print materials available - [ ] Microphone for ALL speakers (even in small rooms) - [ ] Color-blind-friendly slide guidelines shared with speakers - [ ] Nursing/pumping room (private, with power outlet) - [ ] Service animal policy communicated --- ## Phase 8: Webinar-Specific Playbook ### Webinar Planning YAML ```yaml webinar: title: "" date: "" time: "" # include timezone duration_min: 45 # sweet spot: 45-60 min (30 min content + 15 min Q&A) platform: "" presenters: - name: "" role: "" section: "" registration_goal: 0 attendance_goal: 0 # typically 40-50% of registrations content_outline: - section: "Hook" duration_min: 3 notes: "Problem statement, what they'll learn" - section: "Main content" duration_min: 25 notes: "3-5 key points, not more" - section: "Demo/case study" duration_min: 7 notes: "Show, don't tell" - section: "CTA" duration_min: 3 notes: "One clear next step" - section: "Q&A" duration_min: 15 notes: "Pre-seed 3 questions" follow_up: recording_send: "T+1 day" no_show_email: "T+1 day" nurture_sequence: "T+3 to T+14" ``` ### Webinar Conversion Metrics | Metric | Good | Great | World-Class | |--------|------|-------|-------------| | Landing page → registration | 20-30% | 30-45% | 45%+ | | Registration → attendance | 35-45% | 45-55% | 55%+ | | Attendance → stayed to end | 60-70% | 70-80% | 80%+ | | Attendees → CTA click | 5-10% | 10-20% | 20%+ | | Attendees → qualified lead | 10-20% | 20-35% | 35%+ | ### Webinar Engagement Tactics - **Poll every 7-10 minutes** — keeps attention, generates data - **Chat prompts** — "Type YES if you've experienced this" - **Name-drop attendees** — "Great question from Sarah" - **Pre-seed Q&A** — have 3 questions ready to avoid dead air - **Handout/resource** — "Download link in chat" drives action - **Co-host manages chat** — presenter should NEVER monitor chat --- ## Phase 9: Post-Event Analysis ### Post-Event Survey (send within 24 hours) **Core questions (keep under 10):** 1. Overall satisfaction (1-10 NPS style) 2. "What was the MOST valuable part?" (open text) 3. "What would you CHANGE for next time?" (open text) 4. Speaker ratings (1-5 each, if multi-speaker) 5. Venue/platform rating (1-5) 6. "Would you attend again?" (Yes / Maybe / No) 7. "Would you recommend to a colleague?" (1-10 NPS) 8. "What topics would you want next time?" (open text) 9. "How did you hear about this event?" (multi-select) 10. "Any other feedback?" (open text, optional) **Response rate targets:** In-person 30-50%, Virtual 15-25% **Boost response rates:** - Send within 24 hours while memory is fresh - Keep under 5 minutes - Offer incentive (recording access, next event discount) - Personalize ("Hi [NAME], thanks for joining [SESSION]") ### ROI Calculation ``` Event ROI = (Revenue Generated - Total Cost) / Total Cost × 100 Revenue Generated: + Ticket sales + Sponsorship revenue + Immediate upsells/sales at event + Pipeline value generated (deals influenced) × win rate + Estimated lifetime value of new contacts Total Cost: + All budget line items + Internal team time (hours × hourly rate) + Opportunity cost of team not doing other work ``` ### Post-Event Report YAML ```yaml event_report: event_name: "" date: "" attendance: registered: 0 attended: 0 show_rate: "0%" new_contacts: 0 financial: total_revenue: 0 total_cost: 0 net_result: 0 roi: "0%" cost_per_attendee: 0 cost_per_lead: 0 satisfaction: nps_score: 0 overall_rating: 0 top_rated_session: "" lowest_rated_session: "" leads: total_leads: 0 qualified_leads: 0 pipeline_value: 0 deals_closed_30d: 0 deals_closed_90d: 0 content: sessions_recorded: 0 photos_captured: 0 social_mentions: 0 social_reach: 0 blog_posts_created: 0 top_3_wins: - "" - "" - "" top_3_improvements: - "" - "" - "" recommendation: "" # repeat | modify | retire next_steps: - "" ``` ### Content Repurposing Matrix | Source | Output | Timeline | Channel | |--------|--------|----------|---------| | Keynote recording | Blog post summary | T+3 days | Website | | Keynote recording | 5 social clips (60-90 sec) | T+5 days | LinkedIn, Twitter, YouTube | | Panel discussion | Quote graphics | T+2 days | Instagram, LinkedIn | | Workshop materials | Lead magnet / PDF guide | T+7 days | Email list | | Attendee photos | Event recap post | T+1 day | Social media | | Q&A questions | FAQ blog post | T+7 days | Website | | Survey results | "State of [Industry]" report | T+14 days | Gated content | | Speaker slides | SlideShare / Carousel posts | T+5 days | LinkedIn | --- ## Phase 10: Event Series & Scaling ### Annual Event Calendar YAML ```yaml event_calendar: Q1: - type: "webinar" theme: "Industry trends" month: "January" goal: "Pipeline building" - type: "meetup" theme: "Networking" month: "February" goal: "Community growth" - type: "workshop" theme: "Product training" month: "March" goal: "Customer success" Q2: - type: "conference" theme: "Annual summit" month: "May" goal: "Thought leadership + lead gen" Q3: - type: "webinar series" theme: "Deep dives" months: ["July", "August"] goal: "Education + nurture" Q4: - type: "workshop" theme: "Year-end planning" month: "October" goal: "Upsell + retention" - type: "gala" theme: "Customer appreciation" month: "December" goal: "Retention + referrals" ``` ### Recurring Event Optimization **After each event, update:** 1. Email subject line performance (open rates by subject) 2. Registration page conversion (test headlines, CTAs) 3. Optimal day/time for your audience 4. Speaker ratings → invite top performers back 5. Session format performance (keynotes vs panels vs workshops) 6. Sponsor satisfaction → retention and upsell 7. No-show rate trends → adjust tactics ### Event Maturity Model | Level | Characteristics | Focus | |-------|----------------|-------| | 1 — Ad Hoc | One-off events, no process | Just execute | | 2 — Repeatable | Templates exist, some automation | Consistency | | 3 — Defined | Full playbook, team roles, metrics | Optimization | | 4 — Managed | Data-driven decisions, A/B testing | ROI maximization | | 5 — Optimizing | Event portfolio strategy, predictive analytics | Strategic asset | --- ## Phase 11: Virtual & Hybrid Deep Dive ### Virtual Event Production Checklist **Technical setup:** - [ ] Backup internet connection (mobile hotspot) - [ ] Hardwired ethernet (not WiFi) for all presenters - [ ] Backup computer ready with all presentations loaded - [ ] Recording started and confirmed - [ ] Closed captions enabled - [ ] Chat moderation active - [ ] Mute all attendees on entry - [ ] Disable attendee screen sharing - [ ] Test all presenter screen shares before going live - [ ] "We'll begin shortly" holding slide ready **Engagement plan:** - [ ] Welcome message in chat at T-5 min - [ ] Ice-breaker poll at start - [ ] Interactive element every 7-10 min (poll, chat prompt, quiz) - [ ] Q&A queue managed by co-host - [ ] Resource links shared in chat at relevant moments - [ ] Recording disclaimer stated ### Hybrid Event Rules 1. **Virtual attendees are NOT second-class** — dedicated camera angle, chat moderator, separate networking 2. **Dedicated virtual MC** — someone whose ONLY job is the virtual audience 3. **Repeat in-room questions into mic** — virtual audience can't hear audience mics 4. **Chat → stage pipeline** — virtual questions get equal airtime 5. **Separate swag shipment** — virtual attendees get a box mailed in advance 6. **Time zone respect** — if international, rotate session times or offer recordings --- ## Phase 12: Metrics Dashboard ### Event Health Score (0-100) | Dimension | Weight | Metrics | |-----------|--------|---------| | Registration velocity | 20% | Registrations vs target at each milestone | | Attendance quality | 20% | Show rate, seniority mix, target company % | | Engagement | 15% | Session ratings, Q&A participation, app usage | | Satisfaction | 15% | NPS, overall rating, "would attend again" | | Business impact | 20% | Leads generated, pipeline value, deals influenced | | Content leverage | 10% | Repurposed assets, social reach, recording views | ### Benchmarks by Event Type | Metric | Webinar | Conference | Workshop | Meetup | |--------|---------|------------|----------|--------| | Show rate | 40-50% | 80-90% | 85-95% | 60-75% | | NPS | 30-50 | 40-60 | 50-70 | 40-60 | | Lead-to-opp | 5-15% | 10-25% | 15-30% | 5-10% | | Cost/lead | $20-50 | $100-300 | $50-150 | $10-30 | | Content pieces | 3-5 | 15-30 | 5-10 | 2-5 | --- ## Quality Rubric (0-100) | Dimension | Weight | 0-25 | 50 | 75 | 100 | |-----------|--------|------|-----|-----|-----| | Strategy alignment | 15% | No clear objective | Vague goals | SMART goals defined | Goals tied to business KPIs with measurement plan | | Content quality | 15% | Generic/irrelevant | Adequate topics | Expert speakers, clear takeaways | Transformative content, unique insights | | Attendee experience | 15% | Confusing, poor flow | Functional | Smooth, well-organized | Delightful, memorable, shareable | | Marketing execution | 15% | Minimal outreach | Basic email + social | Multi-channel, segmented | Data-driven, optimized funnel | | Operations | 10% | Chaos, issues | Minor hiccups | Smooth execution | Flawless, contingencies tested | | Financial management | 10% | Over budget, no tracking | On budget | Profitable, tracked | ROI optimized, sponsor retention | | Post-event follow-up | 10% | None | Thank you email | Survey + follow-up sequence | Full repurposing + lead nurture + report | | Scalability | 10% | One-off, no documentation | Some templates | Full playbook | Repeatable system, continuous improvement | --- ## Edge Cases ### Small Budget (<$5K) - Use free venues (co-working spaces, partner offices, university rooms) - Speakers = your team + customer stories (no fees) - Marketing = organic social + email list + community - Swag = digital (exclusive content, templates, recordings) - Photography = team member with good phone + natural light ### First Event Ever - Start with a meetup or webinar — lowest risk - Partner with established community for co-hosting - Under-promise, over-deliver on experience - Keep it small (30-50 people) — easier to create magic - Focus on ONE thing going well rather than everything ### International / Multi-Timezone - Record everything — async consumption is expected - Rotate live session times across events - Translate key materials (at minimum: landing page, emails) - Research local holidays before setting dates - Consider cultural norms (business card etiquette, dietary defaults) ### Cancellation / Postponement - Communicate immediately and honestly - Offer full refunds with no friction - Provide alternative (virtual option, recording, next event credit) - Notify sponsors with revised terms - Update all marketing channels simultaneously - Post-mortem: what signals did we miss? ### Controversial Speakers / Topics - Have a clear code of conduct published - Brief speakers on boundaries - Moderate Q&A (written questions only for sensitive topics) - Have a response plan for social media backlash - Event director has final authority on content decisions --- ## Natural Language Commands When asked to help with events, respond to these patterns: 1. **"Plan an event"** → Start with Event Brief YAML + Go/No-Go scorecard 2. **"Create event budget"** → Generate Budget Template with estimates 3. **"Find speakers"** → Speaker Brief YAML + outreach email template 4. **"Build event agenda"** → Content Architecture for their event type 5. **"Write event marketing emails"** → Full email sequence for their timeline 6. **"Set up registration"** → Registration page checklist + pricing strategy 7. **"Plan a webinar"** → Webinar Planning YAML + engagement tactics 8. **"Create run sheet"** → Master Run Sheet YAML for day-of operations 9. **"Post-event analysis"** → Post-Event Report YAML + ROI calculation 10. **"Design sponsor packages"** → Sponsorship tier table + outreach email 11. **"Reduce no-shows"** → No-show reduction tactics + reminder sequence 12. **"Rate this event plan"** → Quality rubric scoring with improvement recommendations


Security scan verdicts — ClawScan: clean | static analysis: clean | VirusTotal: clean | SkillSpector: suspicious (MEDIUM)