Update & Upkeep Event Attendee List SOP

About this Task

Keeping the attendee list clear and smooth is very important. We need to make sure we have enough seats and food for the guests. This task is an important one to keep guests organized and making sure we are keeping the right people updated.

We don’t sell Ticket Directly on Website

We don’t want to look “Cheap” - want to be “high level and exclusive”.

Our Spreadsheet of Attendees

View Our Google Spreadsheet

It is similar to a CRM task, except for this we keep it in a spreadsheet instead.

We have a google sheet that lists down all the attendees, speakers, and sponsors.

There are a few tabs:

TBD

We Also Want to Track How They Found Out About Us

If at all possible, please also fill in the section that has “how did they find out about us” so that we know for the future what the best method of keeping track is.

Ensure Status Is Up To Date

As a CRM, we need to have a status section. This is where we can keep track of if they applied, paid, and are fully confirmed.

These are the current statuses we have:

Applied - they filled out a form, or sent us an email / wechat / whatsapp / phone call or other communication means that they want to come. They didn’t fill out the form yet.

Pending Application - they filled out the form, and management needs to review their application.

Application Approved - we approved their application

Checkout Link sent - we told them they are approved and we asked them to pay.

Declined - We didn’t accept their application and told them we’re not a good fit.

Paid - this is the ultimate goal. They have paid, and are fully confirmed to go.

Receive Requests from Other Team Members

As you’re the person in charge of this task, you need to make sure it is most up to date as possible. Other team members for the Summit may email you and ask for help to add a person. They may also ask you to confirm if someone has paid or not yet.

Send Regular Updates in Slack

To motivate the team, use Slack to keep communication going. When a new person confirms, you can put a quick message in the

Events

Channel saying - we have a new registration! - Something like:

“Hi team, good news! We have another registration - now total registration is up to ___ people! Keep going!”

and Update in Wechat Group

It is also important to realize Slack doesn’t work well in China - and most people in China use Wechat. So you should be a member of our organizer’s wechat group. In here you will also tell the team when a new person registers, similar to wechat.

Keep Updating Until Night before - then print

This is the master list, it is important to keep it up to date. Especially the last couple weeks before the event, it will get very busy. Please up date it quickly and also update people in slack what is happening.