WAW_checklist

							                                                                  Web Analytics Wednesday Event Planner Checklist
               This list is based on how Columbus Web Analytics Wednesdays are organized and run. Every WAW is different, so adjust as warranted for your event.

Pre-event                                                                                         Things to Bring to the Event
□   Select date (check local event calendars & co-organizers' calendars for conflicts)            □   Sign-in sheet (pre-print list of registrants if possible) and pen
□   Identify speaker/topic (if there will be one)                                                 □   Name tags
□   Reserve venue                                                                                 □   Sharpies/markers for the name tags
    – Private room preferred (or at least find a venue with a low noise level)                    □   Laptop, projector, screen (as needed)
    – If presenting, figure out what the venue can provide (screen, projector, etc.)              □   If projecting a presentation, create a slide with sponsor logos to have up before
    – Determine food/drink details                                                                □   Small placard for tables: speaker Twitter username, event hashtag, sponsor logo, etc.
□   Set up the event on the WAW web site                                                          □   "SIGN IN" sign/table tent
□   Create a short URL pointing to the event (customized bit.ly URLs work well)                   □   Camera


Event Communication                                                                               During the Event
□   2 weeks prior: email to all past registrants (excluding those who have opted out)             □   Set up a sign-in table near the door with sign-in sheet and nametags
    – Event date, time, and location                                                              □   Confirm that audio/video equipment is in place and functioning correctly
    – Details on how to find the group                                                            □   Opening remarks
    – Link to WAW registration page                                                                   – Welcome attendees and thank them for coming
    – Speaker/topic                                                                                   – Explain what WAW is and the history
    – Thanks to sponsors (preferably with links to their site)                                        – Thank sponsors
□   1-2 weeks prior: post on Facebook (if a group/page exists)                                        – Encourage tweeting about the event (this is why a hashtag is handy)
□   1-2 weeks prior: post on LinkedIn (if a group exists)                                         □   Take a few pictures (required if using Global WAW Sponsorship funds)
□   Multiple times: tweet the event (include the #measure hashtag)
□   1 week prior: email to all past registrants who have not registered                           Data Management*
    – Modified subject line from first email                                                      □   Keep a running list of registrants across events (a Google spreadsheet works fine)
    – Same core content as initial email                                                          □   Use the sign-in sheet from each event to add to the list
□   2 days prior: reminder email to everyone who has registered for the event                     □   Record total registrants 1 week prior to the event
    – Date, time, location, and how to find the group                                             □   Record total registrants 2-3 days prior to the event
    – Thanks to sponsors                                                                          □   Record total attendees




* The items here are useful for promotion of future events as well as for predicting attendance at future events (most restaurants want a firm headcount a week prior to the event)

This work is not copyrighted in any way whatsoever. Feel free to use, modify, and share as you see fit. If you have ideas for additional elements on this checklist, hop on over to
http://bit.ly/WAWtips and leave a comment or send a note to tim@gilliganondata.com