event-playbook

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

## 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

## 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

## 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

## 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

## 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

## 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

## 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

## 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

## 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

## 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

## 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

# 🎉 [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)

🌮 Nuevo evento de @tacosdedatos

[Event title]

📅 [Date]
🕐 [Time] (CDMX)
👤 Con [Speaker]

[One compelling sentence about value]

👉 Regístrate: [link]

#tacosdedatos #[topic] #comunidad

Email Reminder

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

## 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

## 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

# 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

## 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

## 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

## 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

## 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

## 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

# 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

## 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
• Cvent Webinar Best Practices
• Demio Webinar Tips
• Zoom Best Practices
• Discord Stage Channels Guide