This presentation covers: - Event host happy hour details 9/19/19 - Promoting your TCSW session - How to edit your sessions on Sched - How to check-in attendees in Sched - Event Host logistics

1. TCSW Event
Host
Logistics
Webinar
#TCSW19

2. Who’s running this thing?
Casey Shultz
Director of TCSW
Della Brown
Logistics & Event Host
Liaison

3. Agenda
• Welcome
• Event host happy hour tomorrow!
• How to promote your event
• How to make updates to your event
• Event host checklist
• Helpful links and resources
• Q&A
(Don’t worry, you are going to receive a very long and detailed email with a lot of this information)

4. Event Host Happy Hour Tomorrow
Thursday, 9/19
6:00 PM – 7:30 PM
At Knock, Inc. 1307 Glenwood
Ave, Minneapolis, MN 55405
Come get your signs!

5. TCSW –
Event
Marketing
How to get butts into the seats

6. IT’S CRUNCH TIME!!
Only 21 days until TCSW!

7. Who’s doing what?
The TCSW Team:
• We will drive people to the week
• Provide the tools you need to host an amazing event
You:
• Get people to show up to your event
• Help guide people through registration, make it easy

8. How to link to your session
The schedule is live at https://tcsw19.sched.com

9. Place your message into other
conversations
• #TCSW19
• #mntech
• #bitcon19
• #foundersfirst
• #startups
• #innovation
• #entrepreneurship
• #womenentrepreneurs
• #blacksintech
• #teamnorth
• #startupcapitalofthenorth
• @tcstartupweek
• @betadotmn
• @forgenorthmn
• @documntary
• @minnesotacup
• @minnestar
• @bunkerlabsmpls
• @techdotmn
• @startribune
• @minneinnovation
• @mprnews

10. It takes at least 3 messages
Event registration for the Spring 2018 BETA Showcase

11. Minimize the barriers to attend
• Is it hard to get to?
• Describe public transportation options
• Is parking a mess?
• Send a map for inexpensive options in the area
• Bundling:
• What other events can people attend before or after your event?

12. Use the resources
• This deck
• Slack
• DEI resources
• Photos
• Videos
• TCSW logos
• Templates

13. Talk to the press, it’s worth a shot
• They want to know your story
• But are not interested in event details
• Things they get excited about
• Sexy tech – Drone racing at Bauhaus
• Underrepresented groups:
• Muster’s veteran accelerator
• The Blacks in Tech Conference
• Things that impact the city
• Economic development
• Jobs
Radio:
PR Partners:
Print/ Digital
TV:

14. Most things
Sched
It’s not the most beautiful scheduling app, but the price is right.

15. Making Updates to Your Events
Complete Event Edits and Inquiries Form
Della makes updates Tuesdays, Wednesdays, and Thursdays
Please include the Sched link to your event for quicker updates
** Sorry for the confusion with making updates in Sched!

16. Checking in attendees
using Sched
Step 1 – Complete the Sched Event Check-in
Access Form by Monday, 9/23
Step 2 – Receive check-in manager email
from Sched
Step 3 – Download Sched Count app
Step 4 – Find your event and check people in!

17. Checking in attendees using Sched
• https://sched.com/support/guide/check-in-app/
• https://apps.apple.com/ke/app/sched-count/id1200438794

18. TCSW Slack
TCSW Slack
• TCSW Team/ Events Hosts/ Speakers/ Stakeholders
• If you haven’t already, please join and share with other event hosts
Use it to:
• Collaborate on your events
• Talk through marketing strategies/ logistical strategies with other
hosts
• Send sweet/ Tasteful GIFS
Do not use it to be annoying or inappropriate or trying to sell
crap Seriously, don’t be that person or you will be removed.

19. Event Host
Checklist
How to make your session rock and have people talking about it
for years to come.

20. Confirm your AV requirements
• Do you need a microphone, projector, seating?
Confirm time and date with venue
What way finder signage do you need to hang up?
• If the event is on the 5th floor of an office building make
sure there is signage at the door, in the lobby, etc.
• Come grab your signage tomorrow night!
#1 – Confirm Logistics with your
venue

21. Do you need volunteers to welcome
people?
• Are you going to check people in via
Sched?
Do you need to have somebody in
the lobby to give people access to
the elevator?
Will you have nametags for
attendees?
#2 – What logistic support do you
need?

22. Give people a deadline to
commit
Still looking for speakers?
The SME Directory is live!
https://www.mspsmedirectory.co
m
#3 – Finalize your speakers

23. If hosting a panel get all the
panelists on a call a couple days
before to discuss the topic and
talking points.
We recommend giving thank you
notes or small speaker gifts.
Do speakers know when and
where they need to show up?
Do your speakers need access to
a projector? Do you have the
correct connection dongles?
#4 – Speaker prep

24. Are you going to
photograph or record your
session?
It doesn’t have to be
fancy.
#5 – Finalize photography &
videography

25. Sharing your
session
We’re creating a TCSW repository that’s available all year long!

26. Send us your video or slide deck
Upload your video or PowerPoint presentation to the Session
Recordings and Presentations Dropbox folder.
We’re working with a team to create a TCSW repository where
sessions can be viewed year-round.

27. Q&A
Casey Shultz
casey@beta.mn
Della Brown
della@beta.mn

28. Thank
you.