A Comprehensive Checklist for Organizing an In-person Event for Startup Founders and Entrepreneurs in Boston

Boston's rich history of innovation, top-tier educational institutions, and booming tech scene is a hotspot for startup founders and entrepreneurs. Organizing an event in this buzzing city requires meticulous planning to ensure it's a hit.

I've been organizing startup community events since 2009 including AngelHack Boston, Microsoft BizSpark Meetups, Boston JavaScript Meetups, FounderMatch co-founder matching events, and Startup Weekends.

Here's a comprehensive checklist from my experience to guide you through every step:

1. Define the Objective

• Understand the purpose: networking, knowledge sharing, product launches, or fundraising?
• Identify the target audience: early-stage startups, seasoned entrepreneurs, investors, or tech enthusiasts?

2. Set a Budget

• Venue rental
• Tech and AV equipment
• Food and drinks
• Marketing and promotion
• Speakers' fees or honorariums
• Miscellaneous expenses (name tags, decorations, etc.)

3. Venue Selection

• Accessibility: Ensure it's easily reachable by public transport and has parking facilities.
• Capacity: Should accommodate the expected number of attendees comfortably.
• Amenities: Check for AV capabilities, Wi-Fi, breakout rooms, and catering services.
• Safety: Ensure it adheres to local safety guidelines, especially in light of current health concerns.

4. Date & Time

• Avoid clashes with major local events or holidays. Avoid weeks when college students are away on vacation.
• Consider weekdays for professional events to maximize attendance.
• Check if the chosen date conflicts with other major industry events.

5. Speaker & Content Curation

• Identify relevant industry leaders or influencers.
• Confirm availability and any technical needs they may have.
• Plan a mix of keynotes, panel discussions, and interactive sessions.

6. Marketing and Promotion

• Branding: Design a catchy event name, logo, and tagline.
• Website: Create an event landing page with essential details and a registration portal.
• Social Media: Utilize platforms like LinkedIn, Twitter, and Facebook. Don't forget local LinkedIn, Facebook, and Meetup groups specific to Boston's startup scene.
• Email Campaigns: Regularly update potential attendees on speakers, schedules, and other highlights.
• Partnerships: Collaborate with Boston-based startup accelerators, incubators, co-working spaces, and universities.

7. Registration Process

• Online ticketing platforms: Markit Social , Eventbrite, Meetup, etc.
• Offer early bird discounts or group rates.
• Consider special pricing for students or bootstrapped startups.

8. Logistics

• Catering: Offer options suitable for diverse dietary requirements.
• Signage: Direct attendees to the venue, rooms, restrooms, etc.
• Wi-Fi: Ensure strong connectivity, especially if there are live demos.
• Tech: Arrange microphones, projectors, laptops, and any other necessary equipment.

9. On-the-Day Coordination

• Check-in Desk: Set up an efficient system for attendees to check-in.
• Schedule: Provide attendees with a printed or digital schedule.
• Networking: Organize spaces or times dedicated to networking, perhaps with some facilitated networking activities.
• Feedback: Gather feedback from attendees, either through a printed form or a digital platform.

10. Post-event Actions

• Thank you notes: Send out to speakers, attendees, sponsors, and volunteers.
• Content Sharing: Upload videos, slides, or any other content from the event.
• Feedback Analysis: Review feedback to identify areas of improvement for future events.
• Social Media: Share highlights, photos, and engage with attendees post-event.

Final Thoughts

Organizing an event in a dynamic city like Boston demands meticulous planning but also offers a chance to tap into a vibrant ecosystem of innovators and changemakers. Use this checklist as your roadmap, and you'll be on your way to hosting a memorable event for startup enthusiasts and entrepreneurs. Good luck!

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Addendum

To learn what events are coming up, please sign up for Boston New Technology (BNT) email list at www.bostonnewtechnology.com and bookmark the Markit AI Google Sheet from Jonathan Chang at https://docs.google.com/spreadsheets/d/1qTkj1vkaJFqxXwPl6kWOlDf5hGzJaMn5-iUkEWxlt2U/edit#gid=0 !