Event Playbook

## 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