Process
From conversation to event day, we own every detail.
Our process is engineered for startup speed and enterprise quality. Each phase has a clear owner, visible deliverables, and a decision point you can approve.
Standard meetups complete in 4 weeks. Conferences run 8-16 weeks.
Venue, audience, production, on-site operations, and post-event proof are managed as one operating rhythm.
5
Phases
72h
Post-event handoff
Five phases. Four weeks.
Standard meetup events complete in 4 weeks. Conferences run 8-16 weeks. Every phase has defined deliverables you approve.
- 01
Discovery
Week 1We learn everything about your goals, product, target audience, and constraints. Then we do our own research — analyzing the SF market, your competitors' event presence, and your ICP's location graph.
- Event strategy brief
- Audience targeting profile
- Initial venue shortlist (3 options)
- 02
Strategy & Planning
Week 1–2We finalize the event format, select the venue, identify speaker candidates, and design the first version of the invitation. Our AI audience tool runs its targeting pass and returns a list of 200+ named prospects.
- Venue recommendation + contract for review
- Speaker shortlist
- Invitation draft
- Audience prospect list (200+ named)
- 03
Production & Promotion
Week 2–4Marketing goes live. Venue is booked. Speakers are confirmed. We run outreach to your prospect list across email, LinkedIn, and community channels. AV, catering, photography, and all on-site logistics are coordinated.
- Daily registration updates
- Weekly status report
- Final production checklist
- 04
Event Day
Day of eventOur team is on-site from 2 hours before start to 1 hour after end. We manage registration, AV, speakers, catering, photography, and anything that comes up. You focus on your guests.
- Live on-site team (2–4 staff depending on event size)
- Real-time issue resolution
- 05
Post-Event
48–72 hours afterWe compile everything: attendee data, engagement metrics, photos, video highlights, social content, and a full post-event report. We also send a follow-up email to all attendees on your behalf if desired.
- Full attendee CRM data (name, company, LinkedIn, email)
- Photo gallery
- Highlight video
- Analytics report
- Social media content package (10+ assets)
The 4-week breakdown.
For standard meetup and product launch events. Conference timelines extend to 8-16 weeks.
Week 1
Discovery & Strategy
- Mon–TueKickoff call + initial research
- WedAudience targeting analysis complete
- ThuVenue shortlist delivered (3 options with pricing)
- FriSpeaker candidate list delivered (5–8 names)
Week 2
Booking & Planning
- MonVenue confirmed and contract signed
- TueSpeaker outreach begins
- WedInvitation design first draft
- ThuAudience outreach campaign setup
- FriAll major vendors confirmed
Week 3
Promotion & Production
- MonInvitation + promotion campaign goes live
- All weekRegistrations tracked, optimized, reported daily
- Mid-weekProduction checklist finalized; catering, AV, photography confirmed
- FriYou receive: "We're at X registrations and targeting Y"
Week 4
Event Week
- Days 1–3Final headcount confirmed, on-site logistics locked
- Day 4On-site setup and AV check
- Day 5Full execution — event day
- Days 6–7Post-event deliverables begin delivery
Powered by AI. Run by people.
The technology is visible in the operating artifacts: target lists, fit scoring, ROI models, and post-event dashboards.
Sample artifact
Audience intelligence output
AI Audience Intelligence Engine
We built proprietary tooling that cross-references LinkedIn job titles, GitHub activity, Meetup history, and industry databases to identify named executives matching your ICP. Standard output: 200+ prospect names with contact data and fit score.
LinkedIn Contact Sourcing
For events targeting enterprise buyers and senior engineers, we run targeted LinkedIn outreach campaigns using verified profile data. These aren't scraped lists — they're curated, human-reviewed contact lists with personal invitation messaging.
ROI Projection Model
Before you commit to a budget, we run your event through our ROI model — built from 100+ events of data. Output: projected attendee count, qualified lead rate, estimated pipeline value, and comparison to alternative channels. Available free in your event impact plan.
Event Analytics Dashboard
Post-event, every client receives a full analytics report: registration-to-attendance rate, audience quality score (how closely attendees matched your ICP), engagement metrics, and comparison to your previous events.
The event ends. The work does not.
Every engagement includes a full post-event package, delivered within 48-72 hours.
Attendee Data Package
Full CRM-ready export: name, company, job title, LinkedIn URL, email address (all consent-verified).
Event Photography
200+ edited, high-resolution photos. Delivered within 48 hours. Licensed for any commercial use.
Highlight Video
90-second event highlight reel. Available in 24 hours for premium tier, 72 hours for standard.
Social Media Pack
10–15 formatted assets: LinkedIn posts, story formats, Twitter/X cards, branded with your logo.
Analytics Report
Attendance metrics, audience quality score, ICP match rate, registrations vs. capacity, session engagement data.
Event Recap Email
Branded email to all attendees: highlights, speaker slides, recording link if applicable, your follow-up CTA. Sent within 24 hours.
Press Coverage Tracking
Summary of any earned media mentions from the event, with links and reach data.
Next Event Recommendation
Based on this event's data, our recommendation for your next event: format, timing, audience, and expected ROI lift.
Your involvement, per phase.
Phase 1
1–2 hour kickoff call
Phase 2
Review + approve venue and invitation (1 async review)
Phase 3
Weekly async check-in only
Phase 4
Show up. Talk to people. Close deals.
Phase 5
Review deliverables, share with your team
Ready to see the process in action?
Get a free event impact plan and we'll show you exactly what your event would look like — timeline, audience, venue, ROI.