#PBW23 Guide
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  1. Event Host Guide

Event Checklist

PreviousLegalNextResources, experts and agencies

Last updated 2 years ago

Please (purpose and audience) and your attendee target before going through this checklist.

Please submit a proposal to as soon as possible.

VENUE

TIP: Venues with one entrance/exit are always preferred for security reasons and full buy out is ideal so that you are not sharing the space with another event. If the venue is outdoors, make sure there is a contingency plan in case of bad weather.

BUDGETING
REGISTRATION

Event website and/or registration links must be confirmed and added to the PBW23 website by Friday, May 19.

NOTE: When it’s open registration, the attrition rate (the number of people who show up vs the number of people who RSVP) is ~50%. Please make sure that you are prepared and account for people who may not show! Have a plan in place to collect information from on-site registration.

MARKETING

TIP: Create a list of core attendees who you want to be at your event and send personal invites to those people. Then ask them to bring a few friends and help you spread the word organically.

FOOD AND BEVERAGE

NOTE: Prague's drinking age is 18. If your event is open to anyone under 18, please make sure the venue or security is checking for ID.

PROGRAMMING AND BRANDING

The PBW23 Team will be dropping off PBW23 signs for each event affiliated with PBW. Only events on the PBW website will receive these signs, so please make sure your event gets added ASAP.

AUDIO VISUAL
STAFFING

NOTE: The venue should have an event manager that helps you set up and coordinate. Make sure you get their contact information and that they will be there for set up. If no, ask who from the venue is the next best contact.

DAY OF EVENT
POST EVENT
  • Please fill out the PBW23 Survey [LINK TBD].

  • We’d love to know your success! Make sure to share the final results of your event so PBW Team can review all the events that took place during PBW and how successful it was holistically.

Optional

If you need help covering your AV needs, please and have the following questions completed:

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