Event Planning Checklist
Host ‘Intro to ReFi’ Meetup
Timeline: 2-4 weeks before event
Use: Mark items complete as you progress through planning
🎯 4 Weeks Before (or when you start planning)
Define Event Basics
- Set event date and time
- Preferred: Weekday evening (6-9pm) or weekend afternoon
- Avoid: Major holidays, conflicting local events
- Determine event format
- In-person
- Virtual
- Hybrid
- Set target attendance
- First event: 15-30 people (manageable)
- Established community: 30-75 people
Budget & Funding
- Estimate total budget (use Budget Template)
- Venue: $0-200
- Food/drinks: $50-200
- Materials: $20-50
- Marketing: $10-30
- Contingency: 10-20%
- Identify funding sources
- Personal/team budget
- Sponsorships from ReFi protocols
- Grant applications (Gitcoin, Celo Public Goods, etc.)
- Venue/service partnerships (in-kind)
- Ticket sales (optional, often free is better)
Venue Selection
- Define venue requirements
- Capacity: Target attendance + 20%
- Location: Accessible via public transit
- Setup: Flexible seating for interactive sessions
- AV: Projector/screen, sound system, microphones
- Internet: Reliable WiFi for attendees
- Accessibility: ADA/wheelchair accessible
- Research venue options
- Coworking spaces
- Community centers
- Cafes/restaurants with event space
- University spaces
- Makerspaces/tech hubs
- Book venue (confirm date, time, capacity, costs)
- Confirm venue logistics
- Setup/breakdown times
- A/V equipment included or bring your own
- Food/drink policies
- Parking/transit info
📅 3 Weeks Before
Event Page & Registration
- Create event landing page (lu.ma recommended)
- Use RSVP Landing Page Template
- Include: Date, time, location, agenda, speaker bios
- Add: Parking/transit info, accessibility details
- Set registration limit (venue capacity)
- Set up RSVP tracking
- Email collection for follow-ups
- Dietary restrictions (if providing food)
- Attendee interests/experience level (optional survey)
Content & Programming
- Confirm agenda structure (2-3 hours total)
- Welcome & intros (15 min)
- Intro to ReFi presentation (30-45 min)
- Interactive session (30-45 min)
- Panel or discussion (20-30 min)
- Networking (30-45 min)
- Optional: Community dinner after
- Download/customize ReFi DAO slide deck
- Contact ReFi DAO for official materials
- Customize with local context/examples
- Invite speakers/panelists (if applicable)
- Local regenerative leaders
- ReFi protocol representatives
- Previous implementers
- Plan interactive elements
- Liberating Structures exercises
- Open Space discussions
- Speed networking
- Breakout groups
Marketing & Promotion
- Create promotional graphics
- Use Canva + poster guide
- Event poster (Instagram/Facebook)
- Twitter card
- LinkedIn banner
- Publish event announcement
- Post on social media (Twitter, LinkedIn, Instagram)
- Tag @ReFiDAOist, @ReFiEvents
- Post in relevant Discord/Telegram groups
- Email local networks
- Submit to community calendars
📅 2 Weeks Before
Promotion Push
- Share event widely
- Personal networks
- Local ReFi/Web3/sustainability groups
- Universities (students, faculty)
- NGOs and environmental orgs
- Tech/startup communities
- Create promotional content
- Twitter threads
- LinkedIn posts
- Instagram stories/reels
- Video teaser (optional)
- Engage with registrants
- Send confirmation emails
- Share pre-event resources (optional)
- Ask people to invite others
Logistics Coordination
- Order/arrange food & drinks
- Dietary restrictions accommodated
- Sustainable/local options preferred
- Calculate: ~2-3 items per person
- Prepare materials
- Print name tags (optional)
- Feedback forms (or digital survey)
- Sign-in sheet (backup to digital)
- Swag/handouts (optional)
- Confirm A/V setup
- Test projector/screen compatibility
- Bring backup adapters (HDMI, USB-C)
- Test microphones if available
- Arrange content capture
- Designate photographer/videographer
- Prepare social media consent forms
- Plan key moments to capture
📅 1 Week Before
Final Preparations
- Finalize agenda & timings
- Print/share agenda with speakers
- Assign time keepers
- Plan transitions between segments
- Confirm all speakers/panelists
- Send reminder emails
- Share final agenda
- Provide presentation guidelines
- Send reminder to registrants
- Email 1 week before
- Include: Agenda, what to expect, what to bring
- Highlight: Parking, transit, accessibility info
- Prepare facilitator notes
- Talking points for each segment
- Backup discussion questions
- Interactive exercise instructions
Team Coordination
- Assign day-of roles
- Host/MC
- Registration desk
- A/V tech support
- Content capture
- Timekeeper
- Facilitator for breakouts
- Hold team prep meeting
- Review agenda and roles
- Walk through logistics
- Prepare for contingencies
📅 2-3 Days Before
Final Check-In
- Send final reminder to attendees
- Confirm location and time
- Excitement-building message
- Any last-minute updates
- Final RSVP count
- Adjust food orders if needed
- Inform venue of final headcount
- Prep presentation materials
- Load slides on laptop
- Test slides and videos
- Print backup notes (in case tech fails)
- Pack event kit
- Laptop + charger
- Adapters (HDMI, USB-C, etc.)
- Name tags, markers
- Printed agendas/materials
- Feedback forms or tablet for survey
- Extension cords, tape, scissors
- Business cards/contact info
📅 Day Before
Final Countdown
- Venue walkthrough (if possible)
- Confirm room setup
- Test A/V equipment
- Identify restrooms, exits, accessibility features
- Confirm food/drink delivery
- Time and contact person
- Confirm team availability
- Final check-in with all volunteers
- Prepare social media posts
- “Tomorrow” teaser post
- “Live now” post template
- Post-event recap template
- Get good sleep!
- You’ll need energy for event day 🎉
✅ Ready to Go!
Once all items are checked, you’re ready for event day!
Next Steps:
- See: Day-of-Event Checklist
- Reference: Facilitation Tips
📦 Part of: Host Intro to ReFi Meetup Package
Version: 1.0
Last Updated: October 2025