Large Events

Submit your proposal to the Foundation no less than 45 days before your target event date. Large events must be pre-approved by the POKT Foundation, and are approved on a case-by-case basis. Hosting a Large event also requires that you have successfully completed a minimum of two mid-sized POKT sponsored events during the past 12 months.

---

Need Help?

If you have any questions about the Large event process, create a # 📞help-desk ticket and we can assist you.

---

Large events require 👇

Greater than 100 attendees or more complex in total speakers and event formats.

Bigger budget for catering food and drink.

Spend more on merchandise.

Recommend to include sponsor and several volunteers to co-organize and manage the event.

Bonus tip: Include a speaker or project that has star power to attract a bigger audience.

Submit proposal to no less than 45 days before target event date.

---

What to consider ⭐

Location

• Larger venue for seating capacity

• Rental deposits with earlier venue contract signed

• Access to parking and public transit

• Layout - good visibility

• Wi-Fi

• Speaker stage

• Building heating and cooling

• Onsite facilities manager

Equipment

• Microphones (2+)

• Projector and screen (rental)

• Video camera (rental)

• Speakers and sound equipment (amplifiers)

• Table and chairs (extra chairs)

• Lightening for speakers

Supplies

• Name tags

• Extra power cables

• Food and drink utensils and garbage

• 3-5 volunteers

Budget

• Catering of food and drinks

• Additional POKT merchandise

• Equipment rental costs

---

Checklist

Before, During and After Event

Before	During	After
Six weeks before: What is your topic and create your event title Select an event date Select a location and check availability Submit a proposal on the Forum and get pre-approved Who are your speakers and contact them for a 15-20 presentation Send the template agenda to your speakers Confirm the date with your speakers	Get there one hour early with your volunteers to set up the room, background music and drinks Set up video recording of event and take pictures. See host responsibilities. Start the event on time	Send a thank you email the to speakers Send thank you email and link to the survey questions to attendees within 24 hours after the event (See Resources for survey template and thank you email template) using Luma.
Five weeks before: Contact location and make the reservation for your event date Create an event on Luma + add POKT Network as a host Post event on social tagging @POKTNetwork Identify your sponsor or co-event coordinator and hold first meeting	Welcome attendees using your welcome speech Introduce your first speaker	Send to POKT Foundation video recording and pictures taken during event Update forum proposal with a short outcome record. See host responsibilities
Four weeks before: Create your version of the welcome deck - using the template	After first speaker, introduce your second speaker After speakers complete their presentations, moderate the Q&A in the last 15 minutes (use second microphone for audience questions)
Three weeks before: Identify equipment you will need - microphones, video camera or cell phone, name tags, food and drink supplies Order POKT merchandise - for speakers and giveaways for some of your attendees. See the Resources page on how to order merchandise. Get volunteers to help - friends, neighbors or co-workers Send second reminder to invite list. See Resources for email templates. Send reminder email to registered attendees. Use the Resources page for the email template. Contact your speakers and confirm details	Thank speakers and present each with POKT Network merchandise Give away additional POKT merchandise items to attendees who answer a question from the presentations Thank your audience for attending and announce when recording will be posted, sending a feedback survey after event Encourage everyone to stay for networking, food and drinks
Two weeks before: Food and drink - place order at restaurant
One week before: Write up your introduction welcome speech. Keep it short (2-3 minutes). Select background music library for Open doors and networking on agenda
One day before: Send second reminder to registered attendees Post on social media final reminder for event