This section covers initial planning, choosing your venue, your target audience and other logistical factors when planning your community event.
👥 Understanding Your Audience
This should be the foundational step. Knowing your audience helps tailor the event's theme, content, and location to their preferences and needs. It influences all other decisions in the event planning process.
🧑🚒 Builders
Dev's, engineers - discuss technical topics, host workshops
🖌️ Creators
Artists, content producers - showcase NFT projects, discuss content, marketing and social media strategies
🆕 Newbies
Crypto/Solana beginners - educational talks, Solana onboarding activations
🔧 Projects
Founders and team members - panel discussions
🎯 Defining the Purpose and Objectives of the Event:
- Identify the Core Reason: Start by asking, "Why am I hosting this event?" The answer could range from educating participants, celebrating a milestone, to fostering community engagement.
- Set SMART Objectives: Objectives should be Specific, Measurable, Achievable, Relevant, and Time-bound. For instance, if the event is about community engagement, a SMART objective could be, "Achieve at least 30 attendees".
- Decide on the Event Format: Based on your purpose and objectives, choose an appropriate format. This could be a workshop, conference, networking event, virtual event, etc.
- Determine Key Content: Outline the key topics, speakers or activities that will align with your event's objectives and resonate with your audience. Check out for inspiration!
Resources - Engagement and Interaction Plan: Plan how you will engage attendees. Will there be Q&A sessions, interactive workshops, networking opportunities, or entertainment?
💰 Budgeting
- List All Potential Expenses: Create a comprehensive list that might include venue rental, catering, equipment rental (audio, video, lighting), marketing and promotional materials, and contingency funds.
- Create a Spreadsheet: Use a spreadsheet to track all expenses and income sources. This will help you maintain a clear overview of your financials and make adjustments as needed.
- Prioritise Expenses: Identify which aspects of your event are non-negotiable and allocate funds accordingly. Be prepared to cut costs in less critical areas if your budget demands it.
- Monitor and Adjust: Keep a close eye on your budget throughout the planning process. Be ready to adjust your plans if you find certain elements are costing more than anticipated.
🏬 The Venue
- It should be central and easy to access via public transport.
- It should have the capacity for the number of attendees you expect.
- The cost of using the venue should be within your budget.
- It should have the facilities you need, for example audio/visual equipment, Wi-Fi, refreshments.
- It should be appropriate for the agenda you are planning. For example, if you are planning to talk or stream video media, make sure it will be quiet enough.
- Co-working spaces
- Restaurants/bars/cafes
- University lecture or event spaces
- Hotels
📝 Propose Your Event
Please complete the form as fully as possible. You should get a response within 2-3 working days.
If you've previously organised an event with Superteam, you may be eligible for an advance of 50% of your event budget.
📅 Event Date
Choose a date that is convenient for your target audience and gives you enough time for planning and promotion.
🎉 Create Your Event
Superteam uses River for its community events. To create your event, visit the Superteam community page.
- Hosting a Pre-existing Event
If there's an existing event in your area and you want to get involved, you can apply to become a host, even if there's already one appointed. Superteam encourages multiple hosts!
- Navigate to the relevant event page on the Superteam community site.
- Click on the "apply to host" option.
- Creating a New Event
- On the Superteam community page, select the "Host an event" option.
- Fill in the event creation form that appears.
- Event Name: Include both the name and the location (city, country) of your event.
- Description: A brief description to clarify the event's purpose. Mention what the event is about, your target audience, and desired outcomes, such as:
- Onboarding developers or creators.
- Raising awareness about an upcoming hackathon.
- Introducing your local community to Solana and/or Superteam.
If there's no event scheduled nearby, this is your opportunity to pioneer a Superteam event in your area.
💬 Join the Global Superhosts Community on Telegram
- Event Updates: Stay informed about the latest news and updates on coordinated events.
- Networking: Connect with fellow hosts from all corners of the globe.
- Share and Learn: Exchange insights, tips, and experiences to enhance your hosting skills.
- Collaborate: Find opportunities for collaboration with other hosts and the broader Superteam community.
