Host Resources · 11

Checklist

Use the checklist to stay on top of the host workflow from early planning through event day and post-event follow-up.

Progress

Event preparation

0 of 41 items complete

2-4 Weeks

Momentum

0/8

Monitor registration pacing

high

Use the Guest Planner to check if you're on track. If you're behind, a speaker announcement is your fastest way to drive a late surge.

Send mid-campaign reminder email

high

One "registration is open" or "spots filling fast" email to your list. If you've just confirmed a speaker, this is the perfect moment to announce them and drive a surge in RSVPs.

Confirm catering

high

Order for 80-85% of expected attendance. Get the final headcount deadline from your caterer.

Confirm A/V and tech requirements

high

Confirm the mic count, screen/projector, HDMI vs USB-C adapters, clicker, Wi-Fi, and streaming setup.

Create the run-of-show

medium

Document: doors open, welcome remarks, program start/end, breaks, networking time, hard close.

Create speaker briefing document

medium

Send speakers: event goals, audience profile, talking points, timing, format, and what to prepare.

Assign day-of team roles

medium

Check-in lead, A/V point person, emcee, photographer, floater. Everyone should know their job before the day.

Order or prepare materials and swag

low

Name badges, lanyards, QR code posters, handouts, or branded gifts if applicable. Order early.

All phases

Remember these

One named speaker can double your registrations
For free events, open registration to 2.5-3x your target to fill the room
Send a re-confirm text 48 hours before. People double-book Tech Week
Day-before text blast is your highest ROI action
Arrive 2 hours early, always
Follow up within 72 hours while it is still warm

Day-of emergency playbook

Speaker no-show: have a backup moderator ready
A/V fails: phone plus bluetooth speaker is your backup
Over capacity: use a second room or manage the door
Under capacity: consolidate the room, looks more intimate
Catering late: extend cocktail hour, do not announce it

Tech Week specifics

Check the official calendar for conflicts
Submit by April 17 for early calendar inclusion
Add #TechWeek to all social posts
Reach out to hello@tech-week.com for co-promotion help
BOS (May 26-31) and NY (June 1-7) are both on the official calendar

Finding a co-host

Co-hosting splits costs, doubles the guest list, and makes the event more interesting. The easiest way to find one is to just ask publicly.

01Post on LinkedIn. Something like: "We're hosting a [type] event at NY Tech Week on [date]. Looking to co-host with [type of company]. If that's you, DM me." Most people don't think to do this. It works.
02Post in the host WhatsApp group. Other hosts are actively looking for the same thing. Join here

Sample post: "Hosting a [format] at NY Tech Week (June 1-7). Looking for a co-host in the [space] space, ideally someone with a strong founder or investor network. Reach out if interested!"

Host Resources · 11

Checklist

Use the checklist to stay on top of the host workflow from early planning through event day and post-event follow-up.

Progress

Event preparation

0 of 41 items complete

2-4 Weeks

Momentum

0/8

Monitor registration pacing

high

Use the Guest Planner to check if you're on track. If you're behind, a speaker announcement is your fastest way to drive a late surge.

Send mid-campaign reminder email

high

One "registration is open" or "spots filling fast" email to your list. If you've just confirmed a speaker, this is the perfect moment to announce them and drive a surge in RSVPs.

Confirm catering

high

Order for 80-85% of expected attendance. Get the final headcount deadline from your caterer.

Confirm A/V and tech requirements

high

Confirm the mic count, screen/projector, HDMI vs USB-C adapters, clicker, Wi-Fi, and streaming setup.

Create the run-of-show

medium

Document: doors open, welcome remarks, program start/end, breaks, networking time, hard close.

Create speaker briefing document

medium

Send speakers: event goals, audience profile, talking points, timing, format, and what to prepare.

Assign day-of team roles

medium

Check-in lead, A/V point person, emcee, photographer, floater. Everyone should know their job before the day.

Order or prepare materials and swag

low

Name badges, lanyards, QR code posters, handouts, or branded gifts if applicable. Order early.

All phases

Remember these

One named speaker can double your registrations
For free events, open registration to 2.5-3x your target to fill the room
Send a re-confirm text 48 hours before. People double-book Tech Week
Day-before text blast is your highest ROI action
Arrive 2 hours early, always
Follow up within 72 hours while it is still warm

Day-of emergency playbook

Speaker no-show: have a backup moderator ready
A/V fails: phone plus bluetooth speaker is your backup
Over capacity: use a second room or manage the door
Under capacity: consolidate the room, looks more intimate
Catering late: extend cocktail hour, do not announce it

Tech Week specifics

Check the official calendar for conflicts
Submit by April 17 for early calendar inclusion
Add #TechWeek to all social posts
Reach out to hello@tech-week.com for co-promotion help
BOS (May 26-31) and NY (June 1-7) are both on the official calendar

Finding a co-host

Co-hosting splits costs, doubles the guest list, and makes the event more interesting. The easiest way to find one is to just ask publicly.

01Post on LinkedIn. Something like: "We're hosting a [type] event at NY Tech Week on [date]. Looking to co-host with [type of company]. If that's you, DM me." Most people don't think to do this. It works.
02Post in the host WhatsApp group. Other hosts are actively looking for the same thing. Join here

Sample post: "Hosting a [format] at NY Tech Week (June 1-7). Looking for a co-host in the [space] space, ideally someone with a strong founder or investor network. Reach out if interested!"