LEADING UP TO EVENT
Create your Communication Cadence
After you've sent your first welcome email, you'll want to determine the frequency of your communications leading up to and throughout your event
Welcome Email Recommendations
Week of Event - We recommend sending a Welcome Email for week of. You will want to adjust your initial copy to highlight the specific actions and experiences an attendee can do in that week, such as building their scheduling, networking and visiting your sponsors.
Day Before Event - We recommend sending a Welcome Email the day before your event. You will want to adjust your copy to express excitement that we're one day away from the big event
Morning of Day 1 - We recommend a welcome email morning of, perhaps 30 minutes to an hour before the first session
Close of Day 1 - We recommend a welcome email close of day one highlighting the amazing moments that occurred, acknowledging your sponsors and shifting focus to day two's schedule and highlights
Notification Recommendations
You may send push and/or email notifications. Once the event begins, we recommend keeping email notifications to a minimal as the majority of your attendees will be within the event where the push notifications are most helpful.
We recommend scheduling the majority of notifications you want to send out. A few notifications to consider:
Highlighting a sponsor - Often sent during breaks
Highlighting Compete - The leaderboard is heating up!
Sending a post session survey notification
Here's our unrivaled guide to notifications at an event for further ideation.
Onboarding Review
Visit Attendees in admin site and use the Refine filters to view number of attendees that have accessed your event. You consider using the Welcome Email a few times, just to those attendees that have not yet accessed your event.
RIGHT BEFORE THE BIG SHOW (1 Day Before Event)
Review Your Event
Spend an hour reviewing the event on web and app
Home
Have you created tiles linking to your main experiences and engagement?
Are they in the ideal order?
Schedule
Missing schedule details
Online Meeting Links is a requirement for virtual meetings, and if missing should be called out and bolded
Recommend adding description, imagery, etc
Menu
Ensure ONLY menu items intended to be used are left visible to All or specific Groups
On the other end, ensure menu items not yet intended to be visible are only assigned to you or an Events Team group
Live Feed
Have a post or two already in the Live Feed
If you have Twitter hashtags and handles, consider adding into your Live Feed. Visit Live Feed in your admin site, visit Options tab and enable Twitter. Then visit Twitter tab to add your hashtags and handles.
Compete
Missing Compete details
Proper description of the challenge
Compete dates are set appropriately
Onboarding & Engagement Review
Visit Attendees in admin site and use the Refine filters to view number of attendees that have accessed your event. You should use the Welcome Email to send a Day Before Big Event email. You may consider only sending to those that have not yet accessed event
We recommend at least 50% of your audience has accessed your event before day one
Visit your Event Analytics dashboard (Coming Soon!) to see the engagement within each feature of your event.
We recommend at least 50% of your audience has visited Schedule. The rest of the features have 25% unique views is nice.
LIVE EVENT CHECKLIST
Communication Plan
Send Welcome Email or Notification 30 minutes to an hour before first session linking directly to the schedule item. For the Welcome Email, you'll copy and paste the schedule item link. For a Notification, you may link directly to the schedule item.
We recommend that you schedule out your notifications for all your event days.
Onboarding & Engagement Review
Visit Attendees in admin site and use the Refine filters to view number of attendees that have accessed your event. You should use the Welcome Email to send a Day Before Big Event email. You may consider only sending to those that have not yet accessed event
We recommend at least 80% of your audience has accessed your event after first session.
Visit your Event Analytics dashboard (Coming Soon!) to see the engagement within each feature of your event.
We recommend at least 80% of your audience has visited Schedule, 70% for People, 50% for the rest of the features is ideal.
Event Support
Support is globally present in the header on web and in the menu in app.
The options are:
Contact Event Support - These sends an email to the event organizer & schedulers
Contact Technical Support - This opens up live chat support with the Cadence team
Imagery
Consider changing up your Home imagery throughout the event to make the event feel more dynamic and evolving
Additional Resources
Check out our other checklists for bringing a world class event to the world