1. Event Planning Best Practices

2. Two Topics to Cover Startup Colorado’s Event Funding Guidelines
Suggestions and best practices for events.

3. Event Funding Guidelines

4. Criteria for Event Proposals
What kind of events does Startup Colorado support?
Really any event that supports your local startup community!
Bonus points for creativity.
We give preference to event proposals that:
Partner with local organizations.
Include matching funds.
Foster inclusiveness to anyone wishing to attend.
Have stated goals (qualitative and quantitative) for outcomes of the event and the local startup community.
Startup Colorado will help with the last part.

5. Non-Funding Support Funding is great, but we can also help with:
Event agendas, formats, and planning.
Creating marketing materials and promoting the event.
Identifying and inviting speakers, panelists, mentors, and entrepreneurs from our statewide network.

6. How to Apply
To apply for support, complete the “Event Funding Request” form available at startupcolorado.org.
We will try our best to respond within 7 days.
Other things you should know before you apply:
We expect you to share your attendee list.
We will work with you to identify some measurables for the event and ask you to report back after the event.
We expect the planning process to be fun, so we will tell you if you’re being too serious or stressing us out.

7. Tips and Best Practices

8. Disclaimers I am not an expert.
These suggestions are based on our collective experience planning entrepreneur-focused events over the last 5+ years.
These slides are wordy and I don’t expect you to remember everything. I will share the deck with everyone.

9. Tips: Before You Start Planning
Start early. Give yourself at least 90 days to plan and promote.
Identify your target audience.
Collaborate!
Identify partners, sponsors, and community leaders who should be involved.
Do research and check with potential partners before choosing a date.
Are there other events happening in your area? Would they attract your target audience?
Check weather patterns, identify potential parking issues, and ensure the timing won’t create a work conflict for speakers.
Identifying your target audience will help you choose a venue and type of event that suits your audience.
The earlier you identify partners and sponsors the better.
Do not underestimate the importance of step 2. There is nothing worse than setting a date and finding out GJ is hosting a country music festival the same weekend. Again, we are not experts. BUT just because there is a conflict, doesn’t mean you can’t host the event. Circle back to your target audience.

10. 3 Months Out Create a budget for your event.
Finalize the venue, date, and sponsors/partners.
Will you need speakers, judges, and/or mentors? If so, how many?
This is a good time to create a ranked list of who you would like to fill these roles.
Start sending invites ASAP. The earlier the better.
Begin promotion with basic information.
What? When? Where? Who?
Get your target audience to help spread the word!
Budget. How much will each sponsor put in? Always set out to raise more money than you need. Even if you don’t need additional funds, find a few sponsors to contribute a a small amount.
Ranking is harsh, so keep this list internal. That said, it’s a good idea to have a top 3 as well as fall back plans.
What is it? When is it? Where is it? Who should attend?
Your target audience is a great group to help spread the word. Make sure it is easy for them to do so. Send them flyers via , drop off flyers at their office, send them Twitter links, etc…

11. 2 Months Out Send an update to your sponsors and partners.
Open registration and do another round of promotional outreach.
Make sure you add the event to local partner pages and Startupcolorado.org.
Follow-up and confirm speakers.
No need to panic if you don’t have anyone locked down yet.
Serving food at your event? Now is a good time to place your order.
If you plan to serve alcohol, check with the venue and your sponsors before ordering.
Start recruiting volunteers.
Update your sponsors and partners at regular intervals. They like to be in the loop and this is a good opportunity to let them know if they can help with anything.
Even if your event is on the casual side, it is always nice to have a registration page. Make sure you do another round of promotion when registration opens and include sponsor and partner logos on this page.
Don’t panic if you are still looking for speakers. Partners, sponsors and local leaders are great resources when it comes to finding the right people.
If you’re serving food and bev, now is a good time to reach out to caterers. Some venues and sponsors aren’t able to provide alcohol. There are usually ways to make this happen but check out restrictions in advance.
How many volunteers do you need? Start recruiting.

12. 1 Month Out Send an update to your sponsors and partners.
Confirm speakers if you haven’t done so already.
Do you need to book lodging for your speakers?
Reach out to potential MCs if you need one.
Create a draft agenda with a list of everything you need to do prior to the event?
What supplies to you need to order? Do you need swag for this event?
Add final details to the registration page.
Promote, promote, promote!
Confirm speakers and send them a calendar invite. If they need lodging, now is a good time to book it. A quick note: I generally disagree with paying speakers unless it is a nationally recognized leader who is charging a reasonable fee.
If you REALLY need an MC, now is a good time to find one. I don’t suggest paying for one unless they are adding a ton of value.
Create a draft agenda and a to-do list. You are not tied to this agenda, but you want to make sure everyone knows what to expect at the event.
Add speaker bios, draft agenda, and any other important details (e.g. parking recommendations) to the registration page.

13. 1 Week Out Final promotional push.
Check the registration list. Is anyone missing?
Finalize your food and beverage order.
Create your deck for the event (if applicable).
Review and finalize the event agenda.
Send a reminder to sponsors and registrants.
Include the final agenda in this .
Send personal invites to anyone who hasn’t registered, but should be at the event.
Confirm your food and beverage order. Make sure you have enough food for the number of people registered.
I highly recommend having a deck that highlights sponsors, sets out the event agenda, and covers any other necessary details.
Finalize the agenda and send it out as part of the reminder .

14. Day Before the Event
Print registration materials, nametags, and gather supplies.
Confirm volunteers and make sure they know what their role is.
Confirm your food and beverage order.

15. Tips: Introductory Remarks
Start on time and KEEP IT BRIEF.
Welcome and thank sponsors.
Get a feel for the room.
How many entrepreneurs? Investors? Others?
Allow 2 minutes for short community announcements
Take 1-minute to meet someone new.
Agenda for the event.
Introduce MC, speakers, etc…
Try to start your welcome remarks on time and keep them short. The number 1 complaint I always hear is that an event started late. This is easy to avoid. IF YOU PLAN TO START LATE, JUST MAKE IT CLEAR IN THE AGENDA AND ON THE REGISTRATION PAGE.
Quick welcome, intro of yourself, and a thank you to sponsors/partners.
Always try to get a feel for the room. If it’s a smaller event, you can do quick intros. For larger events, ask people to raise their hands and separate the group by categories.
Collisions are just as important as content. Take a moment to have everyone in the room meet someone new. If you don’t have time to include this in your introductory remarks, do it later in the event.
Take a minute to remind everyone of the agenda. This gives the audience some direction for the event and should keep them from getting antsy.
Finally, wrap with a quick intro of the next speaker(s)

16. Final Thoughts A detailed agenda will help you stay on time.
Something will go wrong and no one will know except you.
Don’t make the audience sit still for more than 90 minutes.
Have fun and make a few jokes!
I break my agendas down as much as possible. This is a great way to help you stay on time. Don’t worry if you’re running a few minutes over.
Things inevitably go wrong. True story: I once did my entire opening remarks to a crowd of 300 with my mic turned off. People noticed that one. Moral of the story: just keep going.
Try to give the audience a few breaks. This is a good chance for them to network while stretching their legs.
Have fun and always tell a few jokes even if the jokes are terrible.