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BOS May 26-31 · NY Jun 1-7 · SF Oct 5-11 · LA Oct 12-18

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Execution System

Setup Guide

Follow a practical checklist from early planning through post-event follow-up. Everything below has been tuned to match the bold Host HQ visual language while keeping the tool flow familiar.

Event Preparation Progress

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2-4 Weeks

Momentum

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Monitor registration pacing

high

Use the Guest Planner to check if you're on track. If you're behind, a speaker announcement is your fastest way to drive a late surge.

Send mid-campaign reminder email

high

One "registration is open" or "spots filling fast" email to your list. If you've just confirmed a speaker, this is the perfect moment to announce them and drive a surge in RSVPs.

Confirm catering

high

Order for 80-85% of expected attendance. Get the final headcount deadline from your caterer.

Confirm A/V and tech requirements

high

Work with the venue to confirm: mic count, screen/projector, HDMI vs USB-C adapters, clicker, streaming setup.

Create the run-of-show

medium

Document: doors open, welcome remarks, program start/end, breaks, networking time, hard close.

Create speaker briefing document

medium

Send speakers: event goals, audience profile, talking points, timing, format, and what to prepare.

Assign day-of team roles

medium

Check-in lead, A/V point person, emcee, photographer, floater. Everyone should know their job before the day.

Order or prepare materials and swag

low

Name badges, lanyards, QR code posters, handouts, or branded gifts if applicable. Order early.

All Phases

Remember These

  • -One named speaker can double your registrations
  • -For free events, open registration to 2.5-3x your target to fill the room
  • -Send a re-confirm text 48 hours before. People double-book Tech Week
  • -Day-before text blast is your highest ROI action
  • -Arrive 2 hours early, always
  • -Follow up within 72 hours while it is still warm

Day-Of Emergency Playbook

  • Speaker no-show: have a backup moderator ready
  • A/V fails: phone plus bluetooth speaker is your backup
  • Over capacity: use a second room or manage the door
  • Under capacity: consolidate the room, looks more intimate
  • Catering late: extend cocktail hour, do not announce it
🏨

Hotel Discounts

Exclusive rates for Tech Week hosts and attendees, in partnership with Klerk.

NY Tech Week hotels→BOS Tech Week hotels→
🗽

Tech Week Specifics

  • - Check the official calendar for conflicts
  • - Submit by April 17 for early calendar inclusion
  • - Add #TechWeek to all social posts
  • - Reach out to hello@tech-week.com for co-promotion help
  • - BOS (May 26-31) and NY (June 1-7) are both on the official calendar
🤝

Finding a Co-Host

Co-hosting splits costs, doubles the guest list, and makes the event more interesting. The easiest way to find one is to just ask publicly.

  • 1.Post on LinkedIn. Something like: "We're hosting a [type] event at NY Tech Week on [date]. Looking to co-host with [type of company]. If that's you, DM me." Most people don't think to do this. It works.
  • 2.Post in the host WhatsApp group. Other hosts are actively looking for the same thing. Join here →
Sample post: "Hosting a [format] at NY Tech Week (June 1-7). Looking for a co-host in the [space] space, ideally someone with a strong founder or investor network. Reach out if interested!"