--- name: event-playbook description: | Load when planning, promoting, or executing community events including AMAs, webinars, workshops, meetups, and virtual gatherings. Contains templates, timelines, and best practices for successful community events. --- # Event Playbook Skill ## Core Philosophy Events transform passive members into active participants. They create shared experiences, build relationships, and establish community rhythms. The goal isn't just attendance—it's meaningful connection and lasting engagement. ## Event Types ### 1. Ask Me Anything (AMA) **Purpose**: Direct access to experts, builds authority, answers burning questions ```markdown ## Format - Duration: 45-60 minutes - Platform: Discord voice/text channel or live stream - Style: Pre-collected + live questions - Participants: Host + Guest + Moderator ## Best For - Launching new content - Featuring community members - Discussing trending topics - Building thought leadership ``` ### 2. Workshop **Purpose**: Hands-on learning, skill building, practical application ```markdown ## Format - Duration: 90-120 minutes - Platform: Zoom/Meet + Discord for chat - Style: Demonstration + Practice + Q&A - Participants: Instructor + Participants (10-30) ## Best For - Teaching specific skills - Code walkthroughs - Tool tutorials - Project-based learning ``` ### 3. Webinar **Purpose**: Education, thought leadership, broad reach ```markdown ## Format - Duration: 45-60 minutes - Platform: Streamyard/Zoom + YouTube Live - Style: Presentation + Q&A - Participants: Speaker(s) + Large audience ## Best For - Topic deep-dives - Industry trends - Expert panels - Announcements ``` ### 4. Community Meetup **Purpose**: Networking, relationship building, casual connection ```markdown ## Format - Duration: 60-90 minutes - Platform: Discord voice channels - Style: Casual conversation, breakout rooms - Participants: Open attendance ## Best For - Building relationships - Celebrating milestones - Casual knowledge sharing - Community bonding ``` ### 5. Challenge/Hackathon **Purpose**: Engagement, showcase skills, friendly competition ```markdown ## Format - Duration: Weekend to week-long - Platform: Discord + GitHub - Style: Themed challenge with submissions - Participants: Individuals or teams ## Best For - Portfolio building - Skill demonstration - Community activation - Content generation ``` ## Event Planning Timeline ### 4 Weeks Before ```markdown ## Planning Phase □ Define event goals and success metrics □ Choose event type and format □ Select date and time (consider timezones) □ Identify and confirm speakers/hosts □ Create event page/registration (Luma, Eventbrite, etc.) □ Draft promotional content □ Prepare technical requirements list ``` ### 2-3 Weeks Before ```markdown ## Promotion Phase □ Announce in Discord #anuncios □ Create social media posts (3-5 across channels) □ Send newsletter mention □ Create event graphics □ Set up reminder system □ Prepare speaker briefing document □ Create event run sheet ``` ### 1 Week Before ```markdown ## Preparation Phase □ Send reminder to registrants □ Conduct technical check with speakers □ Prepare backup plans (tech issues, no-shows) □ Pre-collect questions (for Q&A formats) □ Create post-event survey □ Prepare follow-up resources □ Final promotion push ``` ### Day Before ```markdown ## Final Prep □ Test all technology (audio, video, screen share) □ Send final reminder with join links □ Brief all hosts and speakers □ Prepare intro script □ Queue up slides/materials □ Set up recording □ Assign moderator roles ``` ### Day Of ```markdown ## Execution □ Open venue 10-15 minutes early □ Welcome early arrivals □ Start on time (or max 2-3 minutes late) □ Record the session □ Monitor chat for questions □ Keep time and transitions smooth □ Close with clear next steps □ Thank everyone ``` ### Post-Event ```markdown ## Follow-Up (within 48 hours) □ Send thank you to speakers □ Send follow-up email to attendees - Recording link - Resources mentioned - Survey link - Next event teaser □ Share recording publicly (if applicable) □ Post highlights in Discord □ Analyze metrics and feedback □ Document lessons learned ``` ## Event Promotion Templates ### Discord Announcement ```markdown # 🎉 [Event Type]: [Event Title] 📅 **Fecha**: [Día, DD de Mes, YYYY] 🕐 **Hora**: [HH:MM] (Ciudad de México) / [HH:MM] (Madrid) 📍 **Lugar**: [Platform/Link] ## ¿De qué se trata? [2-3 sentences describing the event and value] ## ¿Para quién es? [Target audience description] ## Lo que vas a aprender/obtener - [Takeaway 1] - [Takeaway 2] - [Takeaway 3] ## Sobre [Speaker/Host] [Brief bio - 2-3 sentences] ## 🔗 Regístrate [Registration link or instructions] ¿Preguntas? Déjalas aquí 👇 ``` ### Social Media Post (Twitter/X) ```markdown 🌮 Nuevo evento de @tacosdedatos [Event title] 📅 [Date] 🕐 [Time] (CDMX) 👤 Con [Speaker] [One compelling sentence about value] 👉 Regístrate: [link] #tacosdedatos #[topic] #comunidad ``` ### Email Reminder ```markdown Asunto: [Event] - ¡Mañana! ¡Hola! Un recordatorio de que mañana es nuestro evento: 📌 [Event Title] 📅 [Date & Time] 🔗 [Join Link] **Prepárate**: - [Pre-work or materials needed] - [Technical requirements] **Tendrás la oportunidad de**: - [Benefit 1] - [Benefit 2] ¿No puedes asistir en vivo? Te enviaremos la grabación después. ¡Nos vemos mañana! Equipo tacosdedatos ``` ## Running Events ### Host Responsibilities ```markdown ## Before - Tech check completed - Familiar with content/agenda - Emergency contacts ready - Backup plans prepared ## During - Warm welcome and orientation - Keep energy positive - Manage time strictly - Handle tech issues calmly - Facilitate Q&A fairly ## After - Thank everyone - Clear next steps - Stop recording - Debrief with team ``` ### Moderator Responsibilities ```markdown ## Before - Know the rules and flow - Prepare to manage chat - Have removal scripts ready - Know escalation paths ## During - Welcome and orient attendees - Curate and relay questions - Remove disruptive content - Support host as needed - Track time and signals ## After - Help close out chat - Document any incidents - Gather immediate feedback - Export chat log if needed ``` ### Speaker Briefing Template ```markdown # Speaker Briefing: [Event Name] ## Logistics - **Date/Time**: [Date, Time, Timezone] - **Platform**: [Platform + join link] - **Duration**: [Total time] ([Speaking time] + [Q&A time]) - **Format**: [Presentation/Demo/Discussion/etc.] ## Audience - **Expected size**: [Number] - **Level**: [Beginner/Intermediate/Advanced] - **Background**: [Brief description] ## Content Guidelines - **Topic**: [Confirmed topic] - **Key points to cover**: [List] - **Avoid**: [Any sensitive topics] - **Language**: Spanish (code can be English) ## Technical Setup - **Audio/Video**: [Requirements] - **Screen share**: [Yes/No, what to share] - **Slides**: [Format, deadline to submit] - **Demo**: [Any special needs] ## Run of Show 1. [Time] - Host welcome (2 min) 2. [Time] - Your intro (1 min) 3. [Time] - Main presentation (X min) 4. [Time] - Q&A (X min) 5. [Time] - Wrap up (2 min) ## Day-of Contact - **Primary**: [Name, contact] - **Backup**: [Name, contact] ## Questions? Contact [name] at [email/discord] ``` ## AMA Best Practices ### Question Collection ```markdown ## Pre-Event - Open question submission form 1 week before - Promote in Discord, email, social - Curate and group similar questions - Identify top questions for guaranteed coverage - Prepare backup questions ## During Event - Mix pre-submitted and live questions - Have moderator screen live questions - Prioritize variety of topics - Leave time for follow-ups - Track which questions were answered ``` ### AMA Script Template ```markdown ## Opening (5 min) HOST: ¡Bienvenidos/as al AMA de tacosdedatos! Hoy tenemos con nosotros a [Guest], quien es [brief impressive bio]. Antes de empezar: - Pueden enviar preguntas en el chat con el prefijo "PREGUNTA:" - Tenemos varias preguntas pre-enviadas - [Guest] responderá las que le sea posible - Grabamos la sesión para quienes no pudieron asistir [Guest], ¿quieres contarnos un poco más sobre ti? GUEST: [30-60 second intro] ## Main Q&A (40 min) HOST: Perfecto, ¡vamos con las preguntas! La primera viene de [Name]: "[Question]" [Repeat pattern: acknowledge submitter, read question, let guest answer, add follow-up if needed] ## Closing (5 min) HOST: Nos quedan un par de minutos. [Guest], ¿algún consejo final para nuestra comunidad? GUEST: [Final thoughts] HOST: ¡Gracias, [Guest]! Para todos: la grabación estará disponible en [location]. Síganlos en [social links]. ¡Hasta la próxima! 🌮 ``` ## Workshop Best Practices ### Structure for Hands-On Learning ```markdown ## Optimal Workshop Flow 1. **Hook (5 min)** - What we're building - Why it matters - Expected outcome 2. **Setup Check (10 min)** - Verify prerequisites - Quick environment check - Address common issues 3. **Concept Introduction (10 min)** - Brief theory (minimal) - Just enough to understand 4. **Guided Practice (45 min)** - Instructor demonstrates - Participants follow along - Pause points for catching up - Checkpoints to verify progress 5. **Independent Practice (15 min)** - Small challenge or extension - Instructor available for help - Peer support encouraged 6. **Wrap Up (15 min)** - Q&A - Recap key concepts - Resources for continued learning - Next steps ``` ### Technical Workshop Checklist ```markdown ## Pre-Workshop □ Code repository ready and tested □ Dependencies documented □ Alternative setup paths (Colab, Replit) □ Sample data available □ Expected outputs documented □ Common error solutions ready ## During Workshop □ Share repo link in chat □ Go slower than you think necessary □ Announce all transitions □ Use breakout rooms for troubleshooting □ Have assistant monitor chat □ Provide checkpoints ## Post-Workshop □ Share completed code □ Provide recording with timestamps □ Create FAQ from common issues □ Offer async Q&A channel ``` ## Event Metrics ### What to Track ```markdown ## Registration Metrics - Registrations (total) - Registration source (how they heard) - Show-up rate (attended / registered) ## Engagement Metrics - Peak attendance - Average watch time - Chat messages - Questions asked - Poll responses ## Follow-Up Metrics - Recording views - Resource downloads - Survey responses - NPS score - New Discord joins - Newsletter signups ``` ### Post-Event Report Template ```markdown # Event Report: [Event Name] ## Summary - **Date**: [Date] - **Type**: [Event type] - **Topic**: [Topic] - **Speaker**: [Speaker name] ## Metrics | Metric | Value | |--------|-------| | Registrations | X | | Attendees | X | | Show-up rate | X% | | Peak attendance | X | | Questions asked | X | ## Feedback Summary - **NPS**: X - **Top positive feedback**: [Quote/summary] - **Top improvement suggestion**: [Quote/summary] ## What Worked - [Item 1] - [Item 2] ## What to Improve - [Item 1] - [Item 2] ## Action Items □ [Next step 1] □ [Next step 2] ## Next Event Recommendation [Suggestion for follow-up event] ``` ## Timezone Considerations ### Target Timezones for tacosdedatos ```markdown ## Priority Timezones (largest audience) - Mexico City (CST/CDT) - Colombia/Peru (COT) - Argentina (ART) - Spain (CET/CEST) ## Recommended Times - **Weekday events**: 18:00-20:00 CDMX (covers Americas, late Europe) - **Weekend events**: 11:00-13:00 CDMX (covers Americas + Europe) ## Time Format Always show multiple timezones: "18:00 CDMX / 19:00 Bogotá / 20:00 Buenos Aires / 01:00+1 Madrid" ``` ## Resources - [Eventbrite Virtual Event Guide](https://www.eventbrite.com/blog/plan-virtual-event/) - [Cvent Webinar Best Practices](https://www.cvent.com/en/blog/events/webinar-formats) - [Demio Webinar Tips](https://www.demio.com/blog/webinar-best-practices) - [Zoom Best Practices](https://community.zoom.com/) - [Discord Stage Channels Guide](https://support.discord.com/hc/articles/1500005513722)