General Event SOP
If you are either organising an event, eg a workshop, speed networking, etc or helping support an event in the community this is the process to get information on site and out to our database.
The other three events for the year are evening events, held on either a Wednesday or Thursday evening from 5.30 pm to 7.30 pm.
Marketing and management time allowance from Business Manager: Depending on whether you are hosting or just supporting by putting the word out - max 6 hours inc social media promotion
General Event Timeline
- Source speaker
- Source venue/catering
- Get from the speaker -
- A photo, short bio, title and short blurb on the event content
- Check if they will need a screen/laptop for a presentation
- Also check if venue has a microphone as in larger venues this is often essential
- Once you have all the above first create a billboard and event banner in Canva (there are templates) - you may not wish to do a billboard particularly if you are not the host (often just use these for major events, eg our main network events)
- Then set up a registration form on the website through "Fluent Forms Pro" to add a link to your event. For the form procedure and payment link (if there is a payment for the event) - CLICK HERE FOR DETAILS.
- Then set up an event in the online BW calendar - to do this is is go to the Events Calendar page on site, at the top click on the small BC letters - upload the event on the form then either go to the events calendar in the site backend and publish, or click on the preview link in the email which will go to the info email. Alternatively, just go directly to this hidden page link here - https://businesswhangaparaoa.co.nz/events-calendar/community/add/ - note you will have to add your form link once you publish in the back end. To do this inside your event details content add a shortcode and insert the form shortcode (which you get top right of the form itself)
- If you wish also set up a Facebook event to share and link to the online calendar event for registrations
- Add details in your next newsletters to both members and non-members
- To add to the newsletter -
- Go to CRM | Campaigns
- Often best to just "duplicate" a previous newsletter - to view a previous newsletter click on the eye symbol or title and to duplicate click on the down arrow to the left and this is an option
- Rename and date your new newsletter
- Add your details, images and links
- Select the recipients (if you want it to go to all businesses just select "All Businesses" list)
- You can then send immediately or schedule the send
Promote the event, so prior to the event -
- Put in newsletters
- Share across social media channels
- A few days before you may wish to do personalised emails to some you know usually come as often this reminds them
- Monitor the attendee form and work alongside the Treasurer for payments
On the day -
- Make sure you have all banners/flags/flyers to put out from the speaker and (any) sponsors, eg Local Board
- For major events only take the event box with business cards etc.
- Export your attendee form and make easy to read for ticking off attendees, add any other attendees that may not have registered, eg speaker, mark any who need payment reminders and take a printed copy with you
- Write out name tags if you are providing before heading to the venue (just to save time - not essential)
- Put together MC talk
- Depending on whether appropriate ensure you have a bottle of wine/box of chocolates as a thank you for the speaker and any other items you need to bring as extras (eg juice at breakfast event)
Allow approx 1 hour for set up and -
- Arrange the room and seating as you need
- Put any information from speaker and sponsors either on chairs or tables
- Set up Members table and put out cards/brochures (if using)
- Put up flags/banners/pull ups, etc
- Put out name badges
After the event -
- Pack up
- Gather any invoices to be paid (eg catering, etc) and arrange payments with Treasurer
- Complete any reimbursement forms for yourself (eg for the speaker gift, juice, etc), attach receipts and send to Hubdoc for processing by Treasurer - you can use this Reimbursement Form Template
- Go through and follow up any attendee payments not yet received
- Email a thanks to the speaker
- Download or obtain any photos of the event
- Complete your event report template
- Add a copy of your report to the template for the next Executive meeting when you send out Agenda, Minutes and Reports
If you're organised then now go to your history page for events for the year and add any sponsors at the top, event details and a gallery of your event poster and photos.
You should also go to your Annual Report and copy and paste your event report into this ready for the end of the year reporting.
Templates included in this process -
Suggested venues
- The Archer is good as you can book out the conservatory, it has a screen (x 2) for presentations and there is in-house catering
- The BeerSpot is also quite good - book the nook at the end of the bar. The acoustics aren't the best but not bad. Screen but it is around the corner. Catering from the food truck outside so it depends on who it is as to the type of food. You can usually find out beforehand who it will be and contact them directly.
- Paraoa Brewing again good for in-house catering. Again acoustics aren't the best. You are better to get a mic and speaker set up as with The BeerSpot also
- Manly Bowling Club is a great venue. Cost is $200 + GST and there is no in-house catering so you have to organise and this is additional. Keep in mind club nights, etc. Same for all the above bars keep in mind nights with events, eg quiz nights
- Stanmore Bay Boat Club again a cost like the bowling club. They do have a caterer you can use but the costs are separate. Again keep in mind club nights.
- Weiti Boat Club is an excellent venue but their costs have increased and you also need outside catering and to pay for a bar licence and a bar man. Priced themselves out of our range at our last discussion.
- The Future Whangaparaoa Hub
- Local business premises
- You could perhaps consider some restaurants on a quiet night (eg perhaps a Tuesday?)
