Event: MacDevOps:YVR (Jun 19-21)

spokanemac commented 9 months ago

Goal

Book an event with less than $WORST_CASE_SCENARIO_COST cost at MacDevOps:YVR in Vancouver on 19-Jun-2024 - 21-Jun-2024.

Propose event

[x] Verify MacDevOps:YVR is actually happening this year.
- Verify the name of the event is correct above in "Goal".
- Verify the city where the event will take place is correct above in "Goal".
- Verify the dates of the event are correct above in "Goal".
[x] Determine this event's audience and the appropriate level of engagement, if any, for Fleet.
- Engagement type: sponsor and speak
- [x] Look for "Call for proposals" on website.
  - JD submitted proposal
  - Zach submitted proposal
- [ ] ~~After ruling out a speaking gig, request a sponsorship prospectus and wait until we get it.~~
[x] Determine who will staff this event from Fleet.
- Determine the number of Fleeties required to staff the event based on the length of the event and the Field Marketer's intuition. Number of fleeties required: TODO
- Here are Fleet's default picks for each role at events:
  - Booth picks: Drew Baker, JD Strong, Alex Mitchell, Kathy Satterlee, Tom Ostertag, Ringo
  - Backup picks: JD Strong, Zach Wasserman, Dave Herder, a sales rep
- [x] Research local Fleeties located in the city.
- [x] Decide who will attend and include it below:
  - Booth: JD, Zach, Dave
  - Backup: TODO
- [x] Check the calendars of each attendee and confirm that they are available during the event dates, including required travel and booth setup/teardown on either end of it.
- [ ] Post a comment on this issue, at-mentioning each attendee in @g-marketing: Hey @DrewBakerfdm @spokanemac, we're looking into this event. Would you be able to make it? (See above for dates and details.)
- [ ] Confirm every single attendee can make it, or replace them with confirmed attendees who can.
[ ] Determine travel and lodging costs:
- Estimated travel costs based on employee location: 'TODO'
- Estimated lodging cost: TODO
- Estimated total "per diem" cost: TODO
[ ] Determine materials required for booth setup:
- Does the event require the booth kit? Illuminated backdrop, power cables, Fleet tablecloth, etc. If not, describe booth recommendations based on Field Marketer's intuition: TODO
Evaluate sponsorship possibility based on data available from the previous year:
- Previous year attendance: TODO
- Demographic data: TODO
  - Review the event prospectus and decide whether to move forward with sponsorship or close this issue with a comment. (e.g. out of budget, not the right audience, etc.)
- Price out sponsorship with the lowest cost option that enables a table/booth presence: TODO
[ ] Evaluate swag needed for the event:
- Estimate one t-shirt for 5% of event attendees. ($18 per t-shirt): TODO
- Estimate one sticker sheet for 10% of event attendees (1.50 per sticker sheet): TODO
[ ] Investigate expected return.
- Total travel cost (hotel, travel, per diem): TODO
- Total swag cost: TODO
- Total sponsorship cost: TODO
- Expected number of MQLs generated from event: TODO
- [ ] Divide the total cost by the expected MQLs created to evaluate the expected cost per MQL (e.g. (event cost) / (estimated MQLs created) = dollars per MQL): TODO
Get event cost, audience, and expected return approved by Head of Marketing during the next #g-marketing standup. Otherwise, close this issue with a comment as to why.

Start planning event logistics

[x] Reach out to the event organizer (Typically the same person who emailed the prospectus) and request the appropriate agreement between the event and Fleet Device Management
[x] Verify agreement details and follow the DocuSign process to send to mike@fleetdm.com and create an issue for signature.
[x] Once the signature has been received, forward the signature to event organizers.
[x] Receive Invoice and forward to billing@fleetdm.com.
Create an issue for business operations to finalize payment for the forwarded invoice. Set the label as #g-business-operations:
- Fill in Request: MacDevOps:YVR invoice - sponsor and speak
- Fill in Goal: Marketing would like to sponsor MacDevOps:YVR and needs the invoice paid for INVOICE_AMOUNT
- [ ] Pay the invoice and upload the receipt to this issue.
[x] Once the invoice is paid, request the exhibitor guide from event organizers.
- Date and time of setup?: TODO
- Date and time of teardown?: TODO
- Pre-show receiving address?: TODO
- Add important deadlines and dates to this issue to be completed along with this checklist here: TODO
[ ] Order t-shirts:
- Check Postal first and see if the warehouse has enough shirts.
- Navigate to the approved items page.
  - Hover over the shirt design and click on the airplane.
  - Click bulk send and choose one shirt size and the expected quantity of that particular shirt size.
  - Make sure the address matches that of the event pre-show receiving address with "ATTN: Fleet Device Management" (and booth# if applicable).
- If the Postal warehouse can't fulfill the order or To order swag quickly:
  - Login to [https://www.rushordertees.com/my-account/login/) with drew@fleetdm.com (saved in 1Password).
  - Choose Fleet logo design t-shirt under my designs.
  - Order shirts based on the pre-determined number (~5% of total event attendees).
  - Submit the order to pre-show receiving address with "ATTN: Fleet Device Management" (add booth # if applicable).
[ ] Order stickers:
- Login to StickerMule with drew@fleetdm.com (saved in 1Password).
- Find the reorder page after logging in.
- Look for "Fleet sticker sheet" and set the quantity (~10% of total event attendees).
- Complete the checkout process. Ensure the address matches the event's pre-show receiving address.
Prepare lead collection. (Event attendees should have their badge scanned or information collected after qualified conversation >1m, demo, or for a t-shirt.)
- [ ] Confirm the event has a badge scanner. If not, create a Typeform to collect leads for t-shirts and conversations longer than 1m.
  - Login to TypeForm using the account in 1Password.
  - Within the TypeForm workspace, duplicate the "Event form template" and rename to " MacDevOps:YVR - 2024 ".
  - Distribute TypeForm link to all attendees.
[ ] Create a slack thread in #ooooh-events with the MacDevOps:YVR and tag confirmed attendees.
- Let confirmed attendees know to book their travel as soon as possible to avoid increased pricing.
- Provide recommended hotels that are close to the venue (look for predetermined hotel blocks from the event first).
- Link to this issue in the Slack thread, Include link to Slack thread: TODO

30 days before event checklist

[x] Double check deadlines from the exhibitor guide are being or have been fulfilled.
[x] Fleeties registered for the event?
[ ] Swag ordered?
[x] Travel booked?
[x] Hotels booked?
[ ] Travel itinerary organized?
[ ] Booth kit scheduled for arrival?
[ ] Promote event on social media following social media guidelines.
[ ] Event speaker knows their talk, presentation time, and what's required? (if applicable).
[ ] Lead collection prepared?
[ ] Check LinkedIn, Salesforce, and Snitcher for prospects, customers, and general Fleet champions in the area and offer discounted or free tickets. Bring every Fleet fan you can!

Event time

Fleet team member(s) arriving during set-up time to prepare the booth: TODO
Booth services or main point of contact (they will help answer any event-related questions (e.g. WiFi password, trash services, scissors, etc.)): TODO
- [ ] Booth and backdrop are set up and event ready.
- [ ] Dark blue tablecloth is ironed/steamed and presentable for the event.
- [ ] Stickers are spread across the table.
- [ ] Lighting is set up to illuminate the backdrop. Choose colors easy on the eyes and brand relative (e.g. white, blue, colors in the logo, etc.).
- [ ] At least one lead collection device is available (e.g. badge scanner, or TypeForm on iPad, MacBook Pro, etc.) at the table.
  - If using TypeForm, include the link to the form in the slack thread and this issue: TODO

Post event

[ ] Pack up booth kit.
[ ] Ship booth kit back to JD or towards the next event.
[ ] Thank everyone on the team for all their hard work 😅!
[ ] Prepare event execution report by making a copy of the event execution report template and renaming it " 19-Jun-2024 and MacDevOps:YVR execution report ". Fill out the details required on the report. What worked, what didn't work, asks for next time?
[ ] Prepare captured leads (booth scans) to be uploaded to Salesforce within 48 hours of the event.
- [ ] Lead retrieval device: The Field Marketer will check email for .csv of leads within 48 hours of the event.
- [ ] To download Typeform leads, login to Typeform, find the event in the workspace - > results - > responses - >download as .csv.
- [ ] Create a campaign name in Salesforce with MacDevOps:YVR and 2024 .
- [ ] Upload captured leads to Salesforce.
  - Login to Salesforce - > Click leads tab - > import.
  - Under "Import your Data into Salesforce" click leads - > Add new and update existing records.
    - "Match lead by:" Email
    - For government accounts, ensure the account is assigned to Keith Barnes before uploading contacts to Salesforce.
    - "Assign New Leads to this Source:" Event
    - "Assign All Leads Using this Assignment Rule:" --None--
    - The "Assign All Leads to Campaigns" box should be checked.
    - "Which Campaign field in your file do you want to match against to set the Primary Campaign lookup field?:" --None--
    - "Which Account field in your file do you want to match against to set the Champify Past Account lookup field?:" --None--
    - "Which Contact field in your file do you want to match against to set the Champify Past Contact lookup field?:" --None--
    - "Which Account field in your file do you want to match against to set the Account lookup field?:" --None--
[ ] Enrich leads within 2 days of campaign creation.
- Tag SDRs to enrich these leads.
- Spot-check leads after enrichment (either through ZoomInfo or manually) to make sure leads are being worked and have accurate data.

spokanemac commented 5 months ago

Sponsorship Opportunities 2024.pdf

Asked for invoice for Bronze sponsorship and pre-conference social.

spokanemac commented 5 months ago

invoice-2024-MDOYVR2024-BronzeSocial-FleetDM.pdf @JoStableford @3KindsofFish

ambrusps commented 3 months ago

@spokanemac can I please be added to the list to attend? planning to meet with Robinhood team there (current opp, likely will be a customer when this event happens)

spokanemac commented 3 months ago

can I please be added to the list to attend? planning to meet with Robinhood team there (current opp, likely will be a customer when this event happens)

@3KindsofFish @JoStableford & @mikermcneil?

Sampfluger88 commented 3 months ago

@spokanemac Mike will be able to attend (unless catastrophe strikes)

fleet-release commented 2 weeks ago

In the heart of June, Fleet soars to Vancouver's peak, For shared wisdom's tune.

At MacDevOps meet, Knowledge flows, as rivers do, In tech's grandest feat.

Stickers, shirts, insight, In this glass city's soft light, Fleet helps guide the flight.

fleetdm / fleet