Event Run-of-Show

Work through this for your next event and nothing slips. It covers a chamber mixer, a fundraiser, a workshop, or a members-only meetup. Print it or save as PDF and hand it to your team.

1. 1

   Four weeks out

   • Lock the date, venue, and budget.
   • Create the event and open ticketing or RSVPs.
   • Announce to all members by email, in the app, and on social.
2. 2

   Two weeks out

   • Confirm speakers, sponsors, and volunteers.
   • Send the second announcement and schedule the automated reminder.
   • Finalize the run of show below and assign an owner to each segment.
3. 3

   One week out

   • Confirm headcount and catering or materials.
   • Send a "what to expect" email to everyone registered.
4. 4

   Day before

   • Send the 24-hour reminder, the biggest lever on turnout.
   • Confirm your check-in method and load or print the attendee list.
5. 5

   Day-of run of show

   • Doors and check-in open (set a time and an owner).
   • Welcome and housekeeping.
   • Main program or speaker.
   • Networking or activity.
   • Call to action and thank you.
   • Close and teardown.
6. 6

   After the event

   • Send the thank-you email within 24 hours, with photos or the recording.
   • Give attendees one clear next step: join, renew, or the next event.
   • Follow up with no-shows and invite them to the next one.
   • Log attendance and revenue, and note what to change next time.