Event: MacDevOps:YVR (Jun 19-21)

[spokanemac]

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

• 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".
• Determine this event's audience and the appropriate level of engagement, if any, for Fleet.
  • Engagement type: sponsor and speak
  • 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.
• 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
  • Research local Fleeties located in the city.
  • Decide who will attend and include it below:
    • Booth: TODO
    • Backup: TODO
  • 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

• 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
• Verify agreement details and follow the DocuSign process to send to mike@fleetdm.com and create an issue for signature.
• Once the signature has been received, forward the signature to event organizers.
• 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.
• 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

• Double check deadlines from the exhibitor guide are being or have been fulfilled.
• Fleeties registered for the event?
• Swag ordered?
• Travel booked?
• 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]

Sponsorship Opportunities 2024.pdf

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

[spokanemac]

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

[ambrusps]

@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]

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]

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