How MDplus plans, runs, and recaps an event — virtual or in-person. Use this as a checklist; don’t skip steps.
6 weeks out — Concept
- Define the goal: education, networking, recruiting, fundraising?
- Pick a target audience and rough attendee count
- Draft a budget — even free events have hidden costs
- Get sign-off from the Executive Director
4 weeks out — Setup
- Book the venue / video platform
- Confirm speakers in writing
- Create the registration page (Luma / Eventbrite / Tally)
- Design promo graphics
- Schedule promo posts (Slack, newsletter, LinkedIn)
2 weeks out — Promotion
- First Slack announcement in
#announcements - Newsletter mention
- Speaker quote / hype thread on LinkedIn
- Email reminder to registered attendees
Day-of — Execution
- Tech check 30 minutes before start
- Designate a moderator + a backup tech runner
- Record if permission granted
- Post the join link in
#events10 minutes before
After — Recap
- Send thank-you email to attendees within 48 hours
- Post recap with photos/recording in the community
- Update Meeting notes with takeaways
- Internal retro — what to keep, what to drop
Template assets
Promo graphics templates and the standard recap email live in the leadership Google Drive. Link from Key links.