Loom
https://www.loom.com/share/5f670f6fa731484c8c3e6a21713d09b4
Guide
This guide is a step-by-step guide to submit an even to the lu.ma/pnwclimateweek:
This is part of a set of guides to help with event hosts:
Event Host Guide
1. Create an event link
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⚠️ If you have already created an event, jump to step 2. If you are thinking about organizing an event, please check the Event Host Guide page.
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We recommend you create an event link once you have some initial information about the event, including the topic, time, a co-host. You don’t need all the information before you create a link. The sooner you do that, the more likely you can get others to join the event.
When you create the event initially, you just need the following info:
DATE & TIME
- When you create an event, you can reference the calendar page to see when the best time would be.
- You can consult others on the event by creating a post on #pnw-climate-week slack channel.
- We usually recommend giving at least 30 minutes prior to the official start time. For example, if the event starts at 5pm, the panel should start at 5:30pm. Leave at least 30-90 minutes after the event for socializing.
CO-HOST
- It is always a good idea to have a co-host. You can find a co-host by making a post on #pnw-climate-week slack channel or by looking up the Team page.
(OPTIONAL) PAYMENT & 500+ audience invite
- If you need the event to be paid, you will need to register for a paid lu.ma account, which costs $60 per month (see pricing).
- We have a paid account under hello@pnwclimateweek.org. If you need to, you can speak to us about having the event under our paid account and we can transfer the ticket sale to you afterward. Check out the below loom for instructions
https://www.loom.com/share/16c27b2be64b47fe94e2fd878faa1061
2. Submit an event to event calendar
You can submit any event whether it is on lu.ma platform or others like eventbrite by clicking on the submit button
If you have an event on other sites:
- We generally recommend you create a new lu.ma event. You can split the capacity limit between the luma event and the eventbrite (or other platform) events.
- This is because events on external platform don’t have images or descriptions so it can be overshadowed by others.
3. Notify our team to approve event submission
After an event is submitted, our event calendar team needs to approve before it shows up on the calendar page.
- If you are on our slack, please ping our team on the #pnw-climate-week channel to approve the event. You can ping @Angelo Liao, @Lowell Bander, Alyssa Patnode to approve.
- If you aren’t on slack, you can email us at hello@pnwclimateweek.org
- Our team usually approves event within 24 hours. As we get closer to the event, we will be checking the event calendar more and more frequently
4. Update event link with more details
As you have more detail about the event, you can start the fill out the event page with more information, including:
EXAMPLE
Example lu.ma link:
EVENT ADMIN
- [ ] Determine maximize capacity of the venue to set on the event
- usually we recommend having 25% more than the venue limit because usually 25% don’t show up
- [ ] Update the event to be waitlisted / charged / etc.
- usually we recommend waitlist as a start so you can collect interested people for future events
- [ ] Update the time of the event
- we usually recommend giving at least 30 minutes prior to the official start time. For example, if the event starts at 5pm, the panel should start at 5:30pm. Leave at least 30-60 minutes after the event for socializing.
EVENT DESCRIPTION
- [ ] (If applicable) Panelist or company bio, additional links
- [ ] Short description about the event
- [ ] Note about how to get to the event, e.g. parking, the floor of the event, access issues
IMAGE
You can create an event image by:
As you make an image request, pls include the below assets:
- (If applicable) Panelist headshot
- (If applicable) Partner organization logo