Putting this plan together was a collaborative effort with my CMO and product leadership. It took about 1-2 weeks to finalize the checklist since we were building it from scratch. I also ran it by our events coordinator (external team) to make sure we didn't forget anything!


Event planning often misses some necessary factors and details, but with this framework we had a down-to-the-minute agenda to ensure that everything was accounted for.


A few challenges did arise that we worked through. The biggest issue we had was scheduling - making sure we could find a time when some execs could come, and also when our customers could come.

We also had many discussions about the levels of the invitees - and ultimately decided to invite one user (influencer) and decision maker (usually VP or C-level) for each company. We only accepted companies that could send both people.

Regarding location, post-COVID there are a lot more options of how to host this. But virtual wasn't really a thing at the time so it was assumed to be successful it needed to be in person. Now that's changed and CABs can be a lot shorter and more cost effective.

One change we made was adding a note taker to each breakout session to make the recap easier. I also had someone help me with set up because I was six months pregnant!


Mary Sheehan

I created this set of sheets to keep us all on track while we were organizing a major Customer Advisory Board event. 

Putting this plan together was a collaborative

Event planning often misses some necessar

A few challenges did arise that we worked through

One change we made was adding

Check in with those running Guide & Preview to make sure they've started promoting event (incl. creating a dedicated channel)

Test printer & name tags with registration staff (if needed)

Reserve front row of seats for all speakers

Set out swag (notebooks, pens) on table near reg, one-pages

Test A/V (computer & projector, video if we have any, all mics, wifi, make sure all notes have transferred to downloaded PPT)

Run internal meeting at 1pm - review all roles, questions, etc.

Make sure to greet (or that someone does) all speakers and show them their seats

Be available for urgent things like getting hotel to turn A/C up or down, more food, A/V

Hand out all speaker gifts -- or work with sales/EM to do so

Ensure registration staff marked all attendees & shoot team member a note that list is updated

Collect any extra swag along with banner stands & put in crate to ship back to SF. Call hotel to make sure they pick up shipments

Customer Advisory Board Event Planning Master Doc

Timeline

Budget and Business Case

Roles - WIP

Sample Onsite Logistics

Sign up to see more