Small Events

These types of events are the easiest to host and a great place to get started.

They require you to be creative with your budget but you can host a very successful event for 8-30 attendees.

What to consider ⭐

Location

• Access to parking and public transit

• Layout - good visibility

• Wi-Fi

• Building heating and cooling

Equipment

• Microphones (2)

• Projector and screen (borrow)

• Cell phone to video record

• Speakers and background music

• Table and chairs

• Back up laptop

Supplies

• Name tags

• Extra power cables

• Food and drink utensils and garbage

Budget

• Low cost options for location - shared meeting places, public libraries, universities or employers office. See our other location suggestions

• Food and drink - coffee/tea, soft drinks. Food donations from friends

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Checklist

Before, During and After the Event

Before	During	After
Four weeks before: Select an event date Secure a venue Find speakers for your event Submit a proposal on the Forum Confirm details with your speakers (date, time, location, presentation)	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.	Send thank you email to speakers Send thank you email with survey questions to attendees within 24 hours after the event (See Resources for survey template and thank you email template)
Three weeks before: Create an event on Luma + add POKT Network as a host Post event on social tagging @POKTNetwork Create your version of the welcome deck - using the template	Start the event on time Welcome attendees and use 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
Two weeks before: Food and drink - place order if getting from restaurant Get any equipment you will need - microphones, video camera or cell phone, name tags Find volunteers to help - friends, neighbours or co-workers	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)
One week before: Send reminder using Luma. See Resources for templates Post remind on social, tagging @POKTNetwork Contact speakers to confirm details Write up your introduction welcome speech. Keep it short (2-3 minutes) Select background music library for Open doors and networking on agenda	Thank 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
One day before: Send second reminder to registered attendees Post final reminder on social media