Running Events

Plan and execute conferences, hackathons, meetups, side events, and launch parties — with timeline management, budget tracking, speaker coordination, and post-event follow-up.

Event Types

Hosted Conference — Your own multi-day event with speakers, sponsors, and attendees
Side Event — Hosted during another conference (dinner, happy hour, workshop)
Hackathon — Build-focused event with prizes, mentors, and demos
Meetup — Regular community gathering (monthly, local)
Webinar — Virtual event with presentations and Q&A
Launch Party — Product launch celebration with demos and networking

Page Structure

🎪 Events
│
├── 📅 Event Calendar
│   ├── DataTable: events/ sorted by date
│   │   Columns: name, type, date, location, status, budget, attendees, owner
│   └── Kanban: events/ grouped by status
│       idea → planning → promoting → live → post-event → archived
│
├── 🎯 [Event Name] (one sub-page per event)
│   │
│   ├── Overview
│   │   ├── Callout: Event name, date, venue, expected attendance
│   │   ├── Event brief: purpose, audience, success metrics
│   │   └── Key contacts: organizer, venue, AV, catering
│   │
│   ├── Timeline (toggle blocks, working backwards from event date)
│   │   ▶ 12 weeks out: Define event concept and budget
│   │       □ Set goals (attendees, leads, brand awareness)
│   │       □ Choose date and format (in-person / virtual / hybrid)
│   │       □ Get budget approved
│   │       □ Book venue (in-person) or select platform (virtual)
│   │
│   │   ▶ 8 weeks out: Content and speakers
│   │       □ Finalize agenda / session structure
│   │       □ Confirm speakers and panelists
│   │       □ Collect speaker bios and headshots
│   │       □ Draft speaker prep doc with logistics
│   │
│   │   ▶ 6 weeks out: Promotion begins
│   │       □ Create event landing page
│   │       □ Design event branding (banner, social assets, email header)
│   │       □ Open registration
│   │       □ Send first email blast
│   │       □ Start social media promotion
│   │       □ Reach out to partners for co-promotion
│   │
│   │   ▶ 4 weeks out: Logistics
│   │       □ Confirm catering / food & beverage
│   │       □ Order swag / printed materials
│   │       □ Confirm AV setup and tech requirements
│   │       □ Arrange photographer / videographer
│   │       □ Set up check-in process (QR codes, name badges)
│   │
│   │   ▶ 2 weeks out: Final push
│   │       □ Send reminder emails to registered attendees
│   │       □ Confirm all speaker slides and demos
│   │       □ Finalize run-of-show document
│   │       □ Brief all staff on their roles
│   │       □ Test all tech (AV, streaming, WiFi)
│   │
│   │   ▶ 1 week out: Lock everything
│   │       □ Final attendee count to venue / catering
│   │       □ Print name badges and signage
│   │       □ Charge devices, prep backup equipment
│   │       □ Confirm all vendors
│   │
│   │   ▶ Day of: Execute
│   │       □ Arrive early for setup
│   │       □ Sound check with speakers
│   │       □ Staff assigned to: check-in, AV, photography, social
│   │       □ Run event per run-of-show
│   │       □ Collect attendee feedback (survey link)
│   │       □ Take photos for social and recap
│   │
│   │   ▶ 1 week after: Follow up
│   │       □ Send thank-you emails with recordings / slides
│   │       □ Share photos and highlights on social
│   │       □ Publish recap blog post
│   │       □ Follow up with leads generated
│   │       □ Send speaker thank-you gifts
│   │       □ Debrief with team: what worked, what didn't
│   │       □ Update event entity with final metrics
│   │
│   ├── 💰 Budget
│   │   ├── DataTable: event-expenses/ filtered by eventId
│   │   │   Columns: category, item, estimated, actual, vendor, status
│   │   ├── Summary callouts:
│   │   │   Total budget: $X | Committed: $Y | Spent: $Z | Remaining: $W
│   │   └── Budget categories:
│   │       Venue, Catering, AV/Tech, Speakers, Swag, Marketing,
│   │       Travel, Staff, Photography, Miscellaneous
│   │
│   ├── 🎤 Speakers
│   │   ├── DataTable: speakers/ filtered by eventId
│   │   │   Columns: name, topic, confirmed, slides, travel, bio
│   │   └── Speaker prep package template:
│   │       ▶ Event details: date, time, location, audience
│   │       ▶ Session details: title, format, duration, Q&A time
│   │       ▶ Tech: screen resolution, clicker, microphone type
│   │       ▶ Slides due date
│   │       ▶ Travel and accommodation (if provided)
│   │       ▶ Dress code and vibe
│   │
│   ├── 📋 Run of Show
│   │   DataTable or structured content:
│   │   Time | Activity | Owner | Notes
│   │   8:00 | Setup & sound check | [name] | Arrive 7:30
│   │   9:00 | Doors open, registration | [name] | QR check-in
│   │   9:30 | Opening remarks | [name] | 5 min
│   │   9:35 | Keynote: [title] | [speaker] | 25 min + 5 Q&A
│   │   10:05 | Panel: [topic] | [moderator] | 30 min
│   │   ...
│   │
│   ├── 📊 Sponsors (if applicable)
│   │   ├── DataTable: event-sponsors/ filtered by eventId
│   │   │   Columns: company, tier, amount, deliverables, status, paid
│   │   ├── Sponsorship tiers:
│   │   │   ▶ Platinum ($X): keynote slot, booth, logo on all materials
│   │   │   ▶ Gold ($Y): panel slot, logo on signage
│   │   │   ▶ Silver ($Z): logo on website, social mention
│   │   │   ▶ Community ($W): swag bag insert
│   │   └── Sponsor fulfillment checklist per sponsor
│   │
│   ├── 👥 Attendees
│   │   ├── DataTable: attendees/ filtered by eventId
│   │   │   Columns: name, company, email, ticket, checkedIn, source
│   │   ├── Registration metrics callouts:
│   │   │   Registered: X | Checked in: Y | No-show rate: Z%
│   │   └── VIP attendee list (for personal outreach)
│   │
│   └── 📝 Post-Event
│       ├── Debrief notes
│       ├── Final metrics vs goals
│       ├── Attendee survey results
│       ├── Leads generated (DataTable or link to leads/)
│       ├── Content produced (recordings, photos, blog)
│       └── Lessons learned for next time
│
├── 📂 Event Templates (reusable across events)
│   ├── Run-of-Show Template
│   ├── Speaker Outreach Email
│   ├── Sponsor Prospectus Template
│   ├── Attendee Confirmation Email
│   ├── Post-Event Survey Questions
│   └── Debrief Template
│
└── 📈 Events Performance
    ├── DataTable: events/ with metrics
    │   Columns: name, date, attendees, leads, cost, costPerLead, nps
    └── Year-over-year comparison notes

Entity Schemas

{
  "Event": {
    "path": "@events/(id:nanoid)",
    "file": "[data].json",
    "fields": {
      "name": { "type": "string", "required": true },
      "type": { "type": "string", "required": true },
      "status": { "type": "string", "default": "idea" },
      "date": { "type": "string" },
      "endDate": { "type": "string" },
      "location": { "type": "string" },
      "venue": { "type": "string" },
      "format": { "type": "string" },
      "expectedAttendees": { "type": "number" },
      "actualAttendees": { "type": "number" },
      "budget": { "type": "number" },
      "spent": { "type": "number", "default": 0 },
      "ownerUserId": { "type": "string" },
      "registrationUrl": { "type": "string" },
      "leadsGenerated": { "type": "number", "default": 0 },
      "npsScore": { "type": "number" },
      "tags": { "type": "array" },
      "notes": { "type": "string" }
    },
    "oplog": true,
    "softDelete": true
  },
  "EventExpense": {
    "path": "@event-expenses/(id:nanoid)",
    "file": "[data].json",
    "fields": {
      "eventId": { "type": "string", "required": true },
      "category": { "type": "string", "required": true },
      "item": { "type": "string", "required": true },
      "estimated": { "type": "number" },
      "actual": { "type": "number" },
      "vendor": { "type": "string" },
      "status": { "type": "string", "default": "estimated" },
      "paidDate": { "type": "string" },
      "receiptAssetId": { "type": "string" },
      "notes": { "type": "string" }
    },
    "refs": {
      "event": { "model": "Event", "field": "eventId", "type": "belongsTo" }
    },
    "oplog": true,
    "softDelete": true
  },
  "Speaker": {
    "path": "@speakers/(id:nanoid)",
    "file": "[data].json",
    "fields": {
      "eventId": { "type": "string", "required": true },
      "name": { "type": "string", "required": true },
      "email": { "type": "string" },
      "company": { "type": "string" },
      "title": { "type": "string" },
      "bio": { "type": "string" },
      "headshot": { "type": "string" },
      "topic": { "type": "string" },
      "sessionFormat": { "type": "string" },
      "confirmed": { "type": "boolean", "default": false },
      "slidesReceived": { "type": "boolean", "default": false },
      "travelArranged": { "type": "boolean", "default": false },
      "notes": { "type": "string" }
    },
    "refs": {
      "event": { "model": "Event", "field": "eventId", "type": "belongsTo" }
    },
    "oplog": true,
    "softDelete": true
  },
  "Attendee": {
    "path": "@attendees/(id:nanoid)",
    "file": "[data].json",
    "fields": {
      "eventId": { "type": "string", "required": true },
      "name": { "type": "string", "required": true },
      "email": { "type": "string", "required": true },
      "company": { "type": "string" },
      "ticketType": { "type": "string", "default": "general" },
      "checkedIn": { "type": "boolean", "default": false },
      "source": { "type": "string" },
      "isVip": { "type": "boolean", "default": false },
      "dietaryRestrictions": { "type": "string" },
      "notes": { "type": "string" }
    },
    "refs": {
      "event": { "model": "Event", "field": "eventId", "type": "belongsTo" }
    },
    "oplog": true,
    "softDelete": true
  }
}

Side Event Playbook

Hosting a side event at a conference (dinner, happy hour, workshop) is the highest ROI event type for startups. Smaller budget, curated audience, personal connections.

Side Event Quick Template:

Event: [Your Company] x [Co-host] Dinner at [Conference]
Date: [Conference Day 1 or 2 evening]
Venue: [Restaurant / bar near conference venue]
Capacity: 30-50 people
Budget: $2,000-$10,000

Timeline:
  6 weeks out → Book venue, confirm co-host
  4 weeks out → Create invite list (curate carefully)
  3 weeks out → Send invitations (personal, not mass email)
  2 weeks out → Follow up with non-responders
  1 week out  → Final headcount to venue, confirm menu
  Day of      → Arrive early, greet everyone personally
  Day after   → Send follow-up emails to all attendees

Invite Template:
  Subject: Dinner at [Conference] — [Date]

  Hi [Name],

  [Co-host] and I are hosting a small dinner during [Conference]
  for [audience description, e.g., "founders building in web3 infra"].

  [Date], [Time], [Venue Name]
  [Address]

  Space is limited to ~30 people. Would love to have you.

  RSVP by replying to this email.

  [Your name]

Hackathon Playbook

Hackathon-Specific Pages:

├── Challenges / Bounties
│   DataTable: bounties/ for this hackathon
│   Columns: title, category, prize, submissions, winner
│
├── Teams / Submissions
│   DataTable: submissions/ filtered by eventId
│   Columns: teamName, projectName, category, demoUrl, score, prize
│
├── Judges
│   DataTable: judges/
│   Columns: name, expertise, assigned tracks, availability
│
├── Prizes
│   ▶ Grand Prize: $X — [description]
│   ▶ Track 1: $Y — [track name]
│   ▶ Track 2: $Z — [track name]
│   ▶ Community Choice: $W
│
└── Judging Criteria
    ▶ Innovation (25%) — How creative/novel is the solution?
    ▶ Technical Execution (25%) — Does it work? Code quality?
    ▶ Business Potential (25%) — Is there a real use case?
    ▶ Presentation (25%) — Can they explain and demo it?

Tips

Work backwards from the event date. Every task gets a deadline relative to the event, not a calendar date.
Over-communicate with speakers. They're doing you a favor. Make it effortless for them.
Budget 20% buffer. Something always costs more than expected.
The follow-up is more valuable than the event itself. Have a plan for the leads before the event starts.
Photograph everything. You need content for the next 3 months of social media.

Related Templates

Based ships built-in templates that complement this playbook:

Project Hub — central page for event planning
Action Item Tracker — track tasks across event workstreams
RAID Log — risks and dependencies for complex events

Browse all templates →