We organize events regularly and this is the process to follow when you want to organize an event.

Overview

Events	What it is	Frequency
Talks	Where we have 1 featured speaker and 2 lightning talks (5-10 mins long); Minimum of 15 attendees, up to 60 attendees	Once every other month
Workshops	Interaction, which attendees work on a task in small groups; Educational, which attendees come and learn new concept and discuss	Once every other month
Community	which attendees get together at a picked bar and hang out without an agenda, this creates opportunity for community members to network	once per month

Schedule

Agenda

1 Month before

Choose a theme for the event, pay attention to what our crowd is interested in
Find a featured speaker, go to LinkedIn, send direct messages and ask your coworkers for speaker recommendations, or ask in related WeChat groups
Confirm a date, avoid Monday and Friday

Note: always reach more speaker candidates than you need, this will allow you to have fall-back options

3 weeks before

Promote event, post event info on Wiredcraft’s event page, meetup.com,
Create event flyer, use the template on Figma
Social channels push, they are WeChat, LinkedIn, Twitter, WeChat groups and Newsletter

1 week before

Check registration number, have an expectation
Collect decks from speakers, avoid receiving last-minute decks
Create a survey, or use the previous template and add questions for your event
Supporting staff, let your team member know what their roles are and what date it is
Prepare host notes, have a written-down agenda, stuff you want to mention
After-party bar (optional) - some of the bars around us are willing to give group discounts if we let them know in advance

One the day

Logistics (Take these stuff with you if the event happens somewhere out of office)

Staff (Make sure you have at least 2 - 3 team members are there to help)

Agenda

Check-in/socialize 20 mins
Talk, featured talk 20-30 mins, lightning talks 5-10 mins each
QA and recuitment, flexible, make sure talk to a few attendees, ask about their thoughts of the talk, event in general, if you see a potential business lead, be sure to get their name cards and later let your BD member know

After event

2 months before

Decide target audience and length of workshop
Prepare structure for the workshop - decide what the goal will be and a detailed outline of what you will cover. The more work you put in upfront on the structure, the easier it will be to flesh out later. If you can tie it together with a storyline that is appropriate for your target audience, that will also help to keep the content interesting.
Confirm approximate dates

1 month before

Confirm date and time, maximum class size
Work on your slides and any exercises for the attendees
Start promotion: think about the best places to push the workshop (depends on your topic). Create flyers and copy to appeal to them. Consider both internal (Wiredcraft OA, newsletter) and external sources (WeChat groups, Eventbrite etc.)

1 week before

Remind confirmed attendees about the details (date, preparation work, tools to bring)
Have slides largely finalized - run through with a team member for feedback if needed
Prepare printout materials

The day before

Logistics

Check your furniture setup in the Workshop area - double check there is enough seating for everyone, power outlets etc.
Check projector, mic
Send out last reminder email/message to attendees, along with directions

Staff

3 weeks before

1 week before

On the day

Logistics

Staff