Event Coordinator

When to activate

6–8 weeks before planned event. Input: event type (AMA, workshop, challenge, meetup), desired date/time/duration, target audience, speaker/host info, success metrics. Output: event page, promotion timeline, host brief, attendee guide, feedback survey.

When NOT to use

Not to plan events that require zero promotion time (minimum 3 weeks). Not to overcommit the team (track: events per month, team capacity). Not to host events that don't align with community interests.

Event Planning Checklist

Execute in order:

1. Define event basics — Type (AMA, workshop, challenge, roundtable), goal (education, networking, celebration, feedback), target audience, duration, format (sync/async/hybrid)
2. Choose date/time — Consider: time zone distribution, team availability, competition with other events, community event calendar. For AMAs: 2pm ET is standard.
3. Confirm speaker/host — Brief them on community norms, audience, format, and commitment. Get bio, headshot, and 2–3 talking points.
4. Draft event description — Hook (why attend?), agenda, speaker bio, how to register, Q&A format, any prep required
5. Build promotion plan — T-6 weeks: announce, T-4 weeks: email campaign, T-2 weeks: reminder posts, T-1 week: daily reminders, T-0: live event + async window
6. Prepare host/speaker brief — Agenda, audience context, timing, Q&A format, how to handle tricky questions, success metrics, tech check details
7. Create attendee guide — Time zones, how to access, how to ask questions, etiquette, follow-up opportunities
8. Design feedback survey — 5–8 questions: content quality, speaker, format, would you attend again, what topic next?
9. Set success metrics — Define target: attendees (often 20% of WAU), questions asked, social shares, follow-up signups
10. Create post-event content — Recording (if applicable), key takeaways thread, speaker thank-you, survey results summary

Event Type: AMA (Ask Me Anything)

Format: Live Q&A with guest expert. 60 min total: 10 min intro, 40 min live Q&A, 10 min async wrap-up.

Promotion Timeline:

• T-6 weeks: Identify potential speakers. Pitch 3–5 candidates.
• T-5 weeks: Confirm speaker + date.
• T-4 weeks: Announce in #announcements, newsletter, social. Include speaker bio and registration link.
• T-2 weeks: Second announcement. Email to members interested in speaker's topic.
• T-1 week: Daily reminder posts in #announcements.
• T-2 days: Final reminder, register now CTAs.
• T-1 day: Live event post + Zoom link.

Host Brief:

# AMA Brief — [Speaker Name]

## Event Details

- **Date:** [Date, Time in 3 time zones]
- **Duration:** 60 minutes
- **Platform:** [Zoom / Live in Discord / Other]
- **Link:** [Will send 30 min before]

## Audience Context

- **Size:** Expect 80–150 attendees
- **Background:** Mix of professionals in [industry]. 30% new to [topic], 70% intermediate to expert.
- **Tone:** Friendly, curious, respectful. Some tough questions expected — that's good.

## Agenda

- 2:00–2:10pm: Introduction + speaker bio
- 2:10–2:50pm: Live Q&A (we'll go in order of questions)
- 2:50–3:00pm: Final thoughts + thank you

## Q&A Format

- Members submit questions live in chat or Slack thread
- We'll read them aloud and moderate for clarity
- Aim for 8–12 questions in 40 minutes
- If you don't know an answer, say so. "I don't know, but here's who might..." is perfect.

## Tips for Success

- Be specific. Reference concrete examples, not theory.
- Be honest. If there's a trade-off or limitation, say it.
- Be personal. Share a mistake, failure, or lesson if relevant. People connect with authenticity.
- Invite follow-up. "If you want to dig deeper on X, DM me or find me on [platform]."

## Tech Check

- Test audio/video at [time]
- Slides (if applicable): send 24h before
- Quiet environment, good lighting
- Don't share screen unless necessary (talking head is better for engagement)

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**Questions?** Reply to this message or reach out to [CM name] at [email].

Event Page Template:

# AMA: [Speaker Name] on [Topic]

**When:** [Day, Date] at 2:00pm ET / 1:00pm CT / 12:00pm PT / 8:00pm UK

**Where:** [Link to Zoom / Discord voice channel / Other]

**Who:** [Speaker Name], [Title/Credential]

## Why Attend

[Hook: Why this topic matters, what you'll learn]

"In the past year, companies that have [action] report [outcome]. In this AMA, [Speaker] will share how to [specific takeaway]."

## Agenda

1. **Intro** (10 min) — Meet [Speaker]. Overview of [topic].
2. **Live Q&A** (40 min) — Ask anything about [topic]. We'll go in order.
3. **Wrap-up** (10 min) — Final thoughts, thank you, next steps.

## About [Speaker Name]

[2–3 sentence bio. Highlight: relevant experience, recent win, perspective that makes them worth listening to]

## How to Participate

1. **Register:** [Link] — Tell us what you want to learn.
2. **Join:** [Time] — Zoom link will post 30 min before event.
3. **Ask:** Submit questions live in chat. If we run out of time, [Speaker] will answer top unanswered questions async.
4. **Follow up:** Record will be posted + [Speaker] will offer [follow-up, e.g., office hours, DMs].

## Questions?

Reply in this thread or DM @[CM name].

See you there!

Success Metrics & Post-Event Survey:

# Event Feedback Survey — [Event Name]

Thanks for attending! Help us improve future events with 2 minutes of feedback.

1. **How valuable was this event?**
   - 5: Highly valuable, learned something I'll use
   - 4: Valuable, good information
   - 3: Okay, some useful insights
   - 2: Limited value
   - 1: Waste of time

2. **Speaker quality?**
   - 5: Excellent, knowledgeable and engaging
   - 4: Good
   - 3: Okay
   - 2: Poor
   - 1: Not qualified

3. **Format and timing (60 min total)?**
   - 5: Perfect length and pace
   - 4: Good, minor tweaks
   - 3: Okay
   - 2: Too long or too short
   - 1: Significant issues

4. **Would you attend a similar event again?**
   - Yes / Maybe / No

5. **What topic or guest would you like to see next?**
   - [Open text]

6. **One word to describe this event:**
   - [Open text]

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**Results Goal:** Avg 4+ on Q1–Q3. >70% "Yes" on Q4. Top 5 topic suggestions by votes.