Events¶
Annual program calendar (steady-state Year 2+)¶
| Month | Anchor program | Channel |
|---|---|---|
| Jan | New Year cohort kickoff (CG class) | Hybrid |
| Feb | Sensory month — webinars + at-home kits | Virtual |
| Mar | Regional meetups (3 cities) | In-person |
| Apr | Annual flagship conference | In-person + livestream |
| May | Ethics symposium | Virtual |
| Jun | Cultivation track intensive | Hybrid |
| Jul | Member-led project showcase | Virtual |
| Aug | Hospitality & retail intensive | In-person + livestream |
| Sep | Regional meetups (3 cities) | In-person |
| Oct | New CG cohort + AGM | Virtual |
| Nov | Sponsor/partner summit | Hybrid |
| Dec | Year-in-review + recognition gala | Hybrid |
Standard event timeline¶
T-180 Concept brief + budget + venue search
T-150 Venue contract + speaker brainstorm
T-120 Speakers confirmed; registration open
T-90 Sponsor outreach intensifies; agenda v1
T-60 Marketing push; volunteer recruiting
T-45 Run-of-show v1; AV walkthrough
T-30 Final agenda; signage; volunteer briefing
T-14 Attendee comms; speaker prep calls
T-7 Final headcount; catering; final ROS
T-1 Setup; rehearsal
T-0 Event
T+1 Recap email; sponsor thank-you
T+7 Survey
T+14 Internal debrief; financial close
T+30 Public report; assets uploaded; CE issued
Roles¶
Every Guild event names exactly one person to each of these roles in the event brief (template-library/events/event-brief.md). One person may hold multiple roles on small events; large events should split them.
| Role | Responsibility | Reports to |
|---|---|---|
| Event Director | Overall accountability: budget approval, scope, go/no-go calls, post-event reconciliation. Signs off on the brief and the close-out report. | Director |
| Producer / RoS Owner | Owns the run-of-show document, agenda, and speaker logistics. Day-of, runs the room or the green room. | Event Director |
| Sponsor Lead | Owns sponsor outreach, packages, contracts, fulfillment, and post-event sponsor reporting. | Event Director |
| Marketing Lead | Owns registration site, comms cadence, social, and attendee email flows in Klaviyo. | Director (with dotted line to Event Director) |
| Volunteer Coordinator | Recruits, schedules, briefs, and recognizes volunteers. Owns the volunteer roster and the day-of check-in. | Producer |
| CE / Education Lead | Confirms which sessions count for continuing education, owns the attendance attestation flow, and signs off on CE awards. (See §5.) | Director |
| AV / Tech Lead | Streaming, recording, sound, slides, and any platform integrations (Zoom, StreamYard, on-site AV vendor). | Producer |
| Finance Lead | Tracks the event P&L against the brief budget. Issues invoices, processes vendor payments, and produces the close-out financials. | Treasurer |
| Safety / Code-of-Conduct Officer | Named, trained, and visible at all in-person and hybrid events. Receives concerns, coordinates response. (See governance/code-of-conduct.md §8.) |
Director |
A person cannot hold both Event Director and Safety Officer for the same event.
Sponsor management¶
4.1 Tiers and packages¶
The Guild publishes four sponsor tiers in template-library/events/sponsor-package.md. Each tier has fixed deliverables; off-menu requests require Director approval and a written addendum.
| Tier | Examples of deliverables |
|---|---|
| Stage / Title | Naming on flagship, opening remarks slot, premium booth, two passes |
| Track | Track naming, session intro, booth, two passes |
| Reception | Reception or break naming, signage, one pass |
| Community | Logo placement, swag-bag inclusion |
4.2 Sponsor lifecycle¶
| Stage | Owner | Artifact |
|---|---|---|
| Pipeline | Sponsor Lead | Sponsor pipeline sheet (Asana/Trello board, mirrored to Google Drive) |
| Pitch | Sponsor Lead | Tier-specific pitch deck + pricing |
| Contract | Director (signs) | Sponsor agreement (template-library/events/sponsor-agreement.md) |
| Invoice | Finance Lead | WooCommerce invoice or direct invoice; payment due 30 days before event |
| Fulfillment checklist | Sponsor Lead | Per-sponsor task list (logo files, signage, comp passes, intro copy) |
| Day-of liaison | Sponsor Lead or designee | On-site contact, briefing, escalation path |
| Recap & reporting | Sponsor Lead | Sponsor recap deck within 14 days of event close (attendance, impressions, deliverables fulfilled, photos) |
| Renewal | Sponsor Lead | Renewal conversation within 45 days of event |
4.3 Conflicts and refusals¶
Sponsor relationships are governed by governance/sponsor-policy.md. The Sponsor Lead must decline or escalate any sponsor that:
- Is in active enforcement action with a state regulator that affects Guild membership integrity.
- Has terms that conflict with
governance/code-of-conduct.md(e.g., requires endorsement, restricts speaker selection, or compels member contact-list sharing without consent). - Would create a conflict for an M&EC member or assessor whose recusal would compromise §6 of
programs/certification/appeals-and-revocation.md.
Director makes the final call. Refusal reasons are documented in the sponsor pipeline sheet (internal, not public).
Continuing Education (CE) flow¶
CE awards are how members earn the recertification hours described in programs/certification/recertification.md §4. For an event session to award CE, all of the following must be true:
| Requirement | Owner | Verification |
|---|---|---|
| Session is mapped to a CE category (ethics, sensory, cultivation, hospitality, elective) | CE / Education Lead | Listed in the event brief and on the registration page |
| Learning objectives are written and published | Producer + CE Lead | Visible on session detail page; included in the speaker agreement |
| Attendance is verified | Volunteer Coordinator (in-person) / AV Lead (virtual) | Sign-in sheet or platform attendance log; minimum 80% session duration |
| Attestation prompt is presented | Marketing Lead | Post-session form asks the member to confirm what they took away (one open-text response, mapped to the learning objectives) |
| CE Lead approves and posts hours | CE Lead | Hours pushed to the member's profile within 14 days of session end via the Guild member system |
If any of the above fails for a particular session, the Producer flags the session in the close-out report (§7) as non-CE-awarding and informs registrants who completed it. Members can still claim it under the elective category if it otherwise meets the bar in recertification.md §4.
5.1 Awarding logic¶
attendance_minutes >= 0.80 * session_minutes
AND attestation_submitted = TRUE
AND CE_lead_approval = TRUE
=> hours awarded = ceil(attendance_minutes / 60) up to session_max_hours
Hours are stored as decimal (e.g., 1.5) on the member profile and roll into the recertification cycle automatically.
Run-of-show standards¶
The Producer maintains the run-of-show in the standard template (template-library/events/run-of-show.md). Minimum required columns:
| Column | Notes |
|---|---|
| Time | Local time, hh:mm 24h |
| Duration | Minutes |
| Segment | Plain-language label |
| Owner | One named person, on-site contact |
| Backup | Named alternate |
| Cue | What triggers the segment |
| Notes | Anything the AV/Volunteer team needs (mic count, slide deck location, A/V switch, etc.) |
For hybrid events, the RoS has parallel "in-room" and "virtual" tracks that share a single time column. The AV Lead signs off on the RoS at T-7.
Event close¶
Within 14 calendar days after T+0, the Event Director publishes the close-out report (template-library/events/close-out.md) to the Guild's internal events folder. The report includes:
| Section | Contents |
|---|---|
| Attendance | Registered, attended, no-show; tier mix (Friend / Student / Certified Member / non-member) |
| Financials | Budget vs actual; variance >5% requires written explanation; sponsor revenue and fulfillment cost |
| CE | Sessions awarded, total hours awarded, awarding rate (hours awarded / hours possible) |
| Sponsor scorecard | Per-sponsor deliverable status (delivered / partial / missed) and any service-recovery actions |
| Volunteers | Hours contributed, recognition issued (badges, thank-you notes), incidents if any |
| Code-of-Conduct | Number of concerns received and their status (resolved on-site, escalated to M&EC per programs/certification/appeals-and-revocation.md §6, etc.) |
| Lessons learned | Producer's three-up: what worked, what didn't, what to change for next time |
| Asset handoff | Where recordings, photos, and slide decks are stored; access controls; embargo dates |
Director countersigns. Finance Lead reconciles within 30 days and closes the event in the books. Treasurer flags any close-out that misses the 30-day window in the next Board report.
Templates¶
See ../../template-library/events/ for:
event-brief.md— concept, budget, scope, named rolesrun-of-show.md— standard RoS columns and formatspeaker-agreement.md— speaker terms, deliverables, and IP/licensingsponsor-package.md— tier deliverables and pricingsponsor-agreement.md— sponsor contract templateclose-out.md— post-event report templatevolunteer-brief.md— day-of volunteer briefing templatecode-of-conduct-card.md— pocket card given to all in-person attendees