Detailed logistics considerations

Confirm an Event Date and Time

Once you have a suitable space, it’s about picking the date and time that works best for you and your community. The date and time hugely influence the type of people who can attend your events, so do take some thought. Some considerations:

• Weekday or weekend?
• Daytime or nighttime?

Technology Platforms

Here are a few things you may want to consider as you select which platform you want to use.

• What are your key event goals?
• What kind of content will you be sharing or experiencing together?
• How big do you want your audience to be?
• What kind of interactivity do you want to be able to provide?

There are a variety of platforms you can use to get everyone together: Skype, FaceTime, Google Hangouts and Zoom, to name a few.

• Zoom - Traditional webinar-style with either 1 host or a group chat. It also offers breakout rooms.
• Facebook Live - great for live streaming concerts. It’s free. 
• Instagram Live
• YouTube  - Easy way to live stream on desktop, mobile, and the YouTube app and reach your audience in real-time.

Tools that make it easy to facilitate online discussion during your event include: 

• Slack – allows you to organize chat-based networking around your event.
• Facebook Groups – Another free option that most people are already comfortable and familiar with.
• Google Docs - great options for hosting spaces where attendees can collaboratively take and share notes with each other.

Finalize Event Partners

This refers to speakers, mentors, sponsors, volunteers, and anyone who is part of the event besides the attendees. Are they able to attend the event at that date, time, and location you have confirmed?

Define the Capacity of Your Event

How many attendees you can accommodate depends on what size audience your event plays best to (based on topic, activity, visibility, your bandwidth, etc.). We encourage both intimate and large-scale events at Reimagine.

Determine Free, Paid, Or Sliding Scale/Donation-Based Tickets

A vast number of Reimagine events are free, as it’s the easiest way to quickly build a large community and make the events accessible to diverse populations. Charging for tickets is the best way to recoup and cover any costs, as event hosts get to keep 100% of their ticketing revenue!
All ticketing (even for free events) will run through Reimagine’s robust ticketing system to help make the process for keeping track of RSVPs and collecting revenue.

Choose an Event Title

This should be both clear and evocative, to pique people’s interest. Try to keep it 10 words or less.

Craft Your Event Teaser and Full Description

The event teaser is a quick snapshot that gives people just enough information to get the gist. The full description is intended to fill in the details so people can learn more about what you’re offering, and decide whether your event is right for them. Both the event teaser and full description are critical for finalizing your event to be included on the Reimagine website.

Define Week/Day-of Responsibilities and Volunteer Assignments

Once you have everything confirmed and the event date is nearing, it’s important to gather your team and a group of passionate volunteers and decide who is responsible for what and when people should expect to complete tasks.

• Technical check (e.g., managing breakout rooms, presentations to show)
• Promotion via social media, e-news, etc.
• Event capture (what kind of recording accommodations or permissions need to be posted and collected)