Documented Workflows
/
IRL Event Coordinator
/
IRL Event Coordinator Workflow

IRL Event Coordinator Workflow

Understand MMM Meeting Formats
Review the structure of the MMM Meetings to better understand how and when to contribute:
📒
Meetings @ MMM
🕒
Weekly Team Syncs
Know your points of contact
Know who you will be interacting with on a day-to-day basis, what they are responsible for, and how to contact them in relation to specific project needs.
Some frequent points of contact are:
  • Content Team
  • Brand and Marketing Strategist
  • Marketing Director
  • Design Team
💡
More information about the members of MMM and their roles can be found here:
💁
Who’s Who? (Roles @ MMM)
Full-scale event coordination
If you will be serving as the primary coordinator for an event, your responsibilities may include:
Oversee Social Media Management
Work with the MMM Social Media Lead on all communications for the event. Collaborate on the messaging and ensure that the social media campaign is successfully launched.
Learn more about the Social Media Lead’s Schelling Point workflow here:
📸
IRL Event Social Media Management
Oversee team meetings and communications
Lead discussions with design and partnerships teams to ensure they have everything they need for sponsorships. Manage an internal communication channel to keep all team members informed about planned activities if the event involves multiple team members.
Craft Emails
Develop and Manage Typeforms
Develop the forms for speaker and attendees in Typeform.
  • Attendees - collect name, email, Twitter handle, reasons for attending, history of attending similar events, workplace or current role.
  • Speakers - gather all of the information listed above, as well as the reason they would like to be involved, what they'll bring to the table, and any past speaking experiences with Schelling Point or other events.
Send the forms to the MMM Social Media Lead and they will promote them on Twitter.
💡
Both Typeforms may require additional fields based on the goals of the specific event.
Review the Typeform Applications
Review the submissions from those applying as either attendees or speakers. Use this information to curate the speaker list. Coordinate with the speakers regarding their availability. This will be used to create the schedule for the event.
Brainstorm Logistics
The first step will be booking the venue, if needed. Once booked, get a map of the venue and think through the event. Try to imagine yourself as an attendee.
  • What would make it aesthetically pleasing and homey? (eg. plants, decorations)
  • What would make you comfortable? (eg. cushions to sit, chairs, fans)
  • What might you need? (eg. food, accessible restrooms, beverages)
Execute Logistic Strategy
Once you have determined what you want to have at the event, handle the logistical elements such as contacting vendors, making the purchases, and following up to ensure delivery. Think in advance about any issues that may arise and have a backup plan in case any vendors or rentals fall through.
  • Merchandise: Determine all necessary design assets (eg. merchandise, signage, and wristbands) well ahead of time and create a design brief. Submit it to the Design Team as a request. Stay up-to-date on their progress and ensure a timely delivery. Respond quickly to any requests for feedback you may receive.
  • Audio-Visual: Coordinating the audio-visual needs and any necessary furniture rentals
  • Website Creation: Working with the design team to establish a dedicated website for the event.
  • Social Media Planning: Developing a content calendar for social media and provide briefs to the social media team.
  • Post-Event Review: Conducting a review after the event and collect feedback.
  • Ticketing System: Collaborate with a ticketing company or find an appropriate app, ensuring a transparent ticket checking process and distribution of wrist bands. On the day of the event, assist in the process of checking the tickets of attendees.
Determine a layout and schedule
Think through the layout of the venue and how you want to arrange cushions, chairs, stages, etc. Create a map of how you will set things up the day of the event.
Additionally, create a schedule for the event based on the availability of the speakers. Make sure it includes who will be speaking and their time slots.
Oversee Partners and Sponsorships
Ensure successful and mutually-beneficial sponsorship. This will include:
  • Working in conjunction with the Partnership Team to confirm sponsors and handle their requests.
  • Developing a shot list for all sponsors, including ideas for the type of images required both before and during the Schelling Point event.
    • Reviewing the list with the sponsors for feedback.
    • Submitting the shot list to the photo and videography team.
    • Getting the initial deliverables from the photo and videography team and sending them to the sponsors for feedback.
    • Following up with the photo and videography team the day of the event to ensure they get all necessary shots.
  • Promoting the deliverables from the shot list on Twitter.
Event coordination support
In instances where your role is more supportive rather than leading event coordination, refer to the following workflow:
📻
IRL Event Support
Documented Workflows
/
IRL Event Coordinator
/
IRL Event Coordinator Workflow

IRL Event Coordinator Workflow

Understand MMM Meeting Formats
Review the structure of the MMM Meetings to better understand how and when to contribute:
📒
Meetings @ MMM
🕒
Weekly Team Syncs
Know your points of contact
Know who you will be interacting with on a day-to-day basis, what they are responsible for, and how to contact them in relation to specific project needs.
Some frequent points of contact are:
  • Content Team
  • Brand and Marketing Strategist
  • Marketing Director
  • Design Team
💡
More information about the members of MMM and their roles can be found here:
💁
Who’s Who? (Roles @ MMM)
Full-scale event coordination
If you will be serving as the primary coordinator for an event, your responsibilities may include:
Oversee Social Media Management
Work with the MMM Social Media Lead on all communications for the event. Collaborate on the messaging and ensure that the social media campaign is successfully launched.
Learn more about the Social Media Lead’s Schelling Point workflow here:
📸
IRL Event Social Media Management
Oversee team meetings and communications
Lead discussions with design and partnerships teams to ensure they have everything they need for sponsorships. Manage an internal communication channel to keep all team members informed about planned activities if the event involves multiple team members.
Craft Emails
Develop and Manage Typeforms
Develop the forms for speaker and attendees in Typeform.
  • Attendees - collect name, email, Twitter handle, reasons for attending, history of attending similar events, workplace or current role.
  • Speakers - gather all of the information listed above, as well as the reason they would like to be involved, what they'll bring to the table, and any past speaking experiences with Schelling Point or other events.
Send the forms to the MMM Social Media Lead and they will promote them on Twitter.
💡
Both Typeforms may require additional fields based on the goals of the specific event.
Review the Typeform Applications
Review the submissions from those applying as either attendees or speakers. Use this information to curate the speaker list. Coordinate with the speakers regarding their availability. This will be used to create the schedule for the event.
Brainstorm Logistics
The first step will be booking the venue, if needed. Once booked, get a map of the venue and think through the event. Try to imagine yourself as an attendee.
  • What would make it aesthetically pleasing and homey? (eg. plants, decorations)
  • What would make you comfortable? (eg. cushions to sit, chairs, fans)
  • What might you need? (eg. food, accessible restrooms, beverages)
Execute Logistic Strategy
Once you have determined what you want to have at the event, handle the logistical elements such as contacting vendors, making the purchases, and following up to ensure delivery. Think in advance about any issues that may arise and have a backup plan in case any vendors or rentals fall through.
  • Merchandise: Determine all necessary design assets (eg. merchandise, signage, and wristbands) well ahead of time and create a design brief. Submit it to the Design Team as a request. Stay up-to-date on their progress and ensure a timely delivery. Respond quickly to any requests for feedback you may receive.
  • Audio-Visual: Coordinating the audio-visual needs and any necessary furniture rentals
  • Website Creation: Working with the design team to establish a dedicated website for the event.
  • Social Media Planning: Developing a content calendar for social media and provide briefs to the social media team.
  • Post-Event Review: Conducting a review after the event and collect feedback.
  • Ticketing System: Collaborate with a ticketing company or find an appropriate app, ensuring a transparent ticket checking process and distribution of wrist bands. On the day of the event, assist in the process of checking the tickets of attendees.
Determine a layout and schedule
Think through the layout of the venue and how you want to arrange cushions, chairs, stages, etc. Create a map of how you will set things up the day of the event.
Additionally, create a schedule for the event based on the availability of the speakers. Make sure it includes who will be speaking and their time slots.
Oversee Partners and Sponsorships
Ensure successful and mutually-beneficial sponsorship. This will include:
  • Working in conjunction with the Partnership Team to confirm sponsors and handle their requests.
  • Developing a shot list for all sponsors, including ideas for the type of images required both before and during the Schelling Point event.
    • Reviewing the list with the sponsors for feedback.
    • Submitting the shot list to the photo and videography team.
    • Getting the initial deliverables from the photo and videography team and sending them to the sponsors for feedback.
    • Following up with the photo and videography team the day of the event to ensure they get all necessary shots.
  • Promoting the deliverables from the shot list on Twitter.
Event coordination support
In instances where your role is more supportive rather than leading event coordination, refer to the following workflow:
📻
IRL Event Support