Planning Your Event

Planning doesn’t have to feel like wedding‑planner‑TV. Choose a format, set a realistic timeline, lock your venue/tech, and commit to a clean run‑of‑show.

For Indie Producers: Your vibe matters. Plan fewer, better moments. Leave space for spontaneity.

Format & Promise

• IRL, online, or hybrid — pick the one you can execute well next week.
• Promise formula: “In X time, you’ll Y, even if Z.” Put this at the top of your page.

Timelines You Can Actually Follow

Pick your mode; paste into your calendar.

4‑Week Runway (Steady Pace)

• Week 4: announce page, invite list/partners, open early‑bird.
• Week 3: lock content/recipes/agenda; confirm venue/tech and backups.
• Week 2: reminder email; materials list; assign roles; test A/V.
• Week 1: final run‑through; print or share ROS; confirm vendors.

10‑Day Sprint (Fast Ship)

• T‑10 launch page; T‑7 partners; T‑3 reminder; T‑1 last‑seats; day‑of logistics.
• Related: Marketing & Promotion

Venue & Logistics (IRL)

• Free/cheap: community rooms, coworking off‑hours, borrowed spaces, parks (permits!), back rooms of friendly cafés.
• Checklist: capacity, seating, accessibility, sound, light, restrooms, power, Wi‑Fi, parking, signage.
• Backups: extension cords, power strips, tape, markers, extra pens, name tags.

Tech & Format (Online/Hybrid)

• Platform: keep it boring (Zoom/Meet). Test screenshare and recording.
• Audio: wired mic > built‑in. Ask attendees to mute by default.
• Interaction: planned Q&A, polls, breakout rooms (one per 8–10 people max).

Agenda & Roles

• Flow: open → core content → interactive segment → close + CTA.
• Timebox: aim for 60–120 minutes, with beats every 10–15 minutes.
• Roles (even if it’s just you): host, check‑in/mod, support. Write names next to each.

Run‑of‑Show (ROS) Mini Template

6:15 Doors / room open — Music low — Owner: Alex
6:30 Welcome (2m) — Agenda + house rules — Owner: Alex
6:35 Demo/Content Block #1 (15m) — Owner: Alex
6:50 Interactive (10m) — Pair practice — Owner: Sam
7:05 Break (5m) — water / reset
7:10 Content Block #2 (15m)
7:25 Q&A (10m)
7:35 Close + CTA (2m) — Next date + waitlist link
7:40 Mingle / teardown (20m)

Materials & Prep

• Pack list: markers, name tags, cleaning wipes, water, snacks, signage, printed agendas, cables, chargers.
• Online: slides, sample files, links, backup host.

For Ops Captains: Print 2 copies of ROS and stick one near check‑in. Over‑communicate roles before doors open.

Quick Checklist

• [ ] Format chosen and promise defined
• [ ] Timeline added to calendar
• [ ] Venue/tech confirmed with backups
• [ ] Agenda drafted with clear roles
• [ ] ROS printed/shared; materials prepped

Where to Next

• Sell seats smoothly: Ticketing & Sales
• Promote with a simple sprint: Marketing & Promotion
• Nail game day: Execution & Operations