<event name> scheduled for <YYYY-MM-dd>

[rladiesparis]

The @rladiesparis team will:

Before the event:

1. • Identify potential speakers to invite to give a talk or facilitate a practical workshop
2. • Send an email to the speaker to extend the invitation
3. • If the speaker accepts the invitation, request a bio and photo, and finalize the details such as time, place, and topic via email or by scheduling a Zoom meeting
4. • Once everything is confirmed, book a time slot through Calendly provided by R-Ladies Global
5. • Check that you receive an email with the Zoom link
6. • Share the Zoom link with the speaker
7. • Prepare the event poster using Canvas
8. • Create a compelling description for the event
9. • Create the event on the Meetup group
10. • Share a post about the new event on the Discussion tab on Meetup
11. • Create the event on LinkedIn
12. • Share a post about the event on the LinkedIn page, the LinkedIn profile, and the LinkedIn group
13. • Create the event on Facebook
14. • Share a post about the event on the Facebook event page
15. • Share a post about the event on the Facebook page, and the Facebook group
16. • Share a tweet about the event on Mastodon
17. • Share a post about the event on Instagram
18. • Share a Story about the event on Instagram, which will also be automatically shared on Facebook Stories
19. • Share the event details on the relevant Slack channels (e.g., grrr, R-Ladies, R-Ladies Community, R User Group Organizers)
20. • Resize the event poster to fit a post that will be shared on YouTube
21. • Share a post about the event on the Community tab on YouTube
22. • Update the Upcoming Events table in the GitHub repository
23. • Synchronize the forked repository
24. • Update the introduction slides for the event

During the event:

1. • Claim the Host role after you join Zoom
2. • Make the speaker co-host
3. • Introduce the event and the speaker
4. • Monitor the chat and engage with participants
5. • Check the social media accounts Meetup, Twitter, LinkedIn, Facebook, and Instagram for any inquiries about the Zoom link
6. • Moderate the session and relay relevant questions from the chat to the speaker
7. • Record the event after advising that you are going to record and that those who do not want to be recorded should turn off their camera

Please note that a very helpful Scheduling & Hosting an online meetup with the R-Ladies Zoom account how-to guide is provided by the R-Ladies Global team here.

After the event:

1. • Edit the recorded video
2. • Prepare a text description for the recorded video to be shared on YouTube
3. • Upload the recording video to YouTube
4. • Contact the participants who registered for the event on Meetup and share the event materials with them
5. • Create a poster to accompany the event materials and share it on social media
6. • Share a post about the event materials on the Discussion tab on Meetup
7. • Share a post about the event materials on the LinkedIn page, the LinkedIn profile, and the LinkedIn group
8. • Share a post about the event materials on the Facebook event page
9. • Share a post about the event materials on the Facebook page, and the Facebook group
10. • Tweet about the event materials on Twitter
11. • Share a post about the event materials on Instagram
12. • Share a Story about the event materials on Instagram, which will also be automatically shared on Facebook Stories
13. • Comment on the posts where you shared about the event in the relevant Slack channels (e.g., grrr, R-Ladies, R-Ladies Community, R User Group Organizers)
14. • Resize the event materials poster for a post to be shared on YouTube
15. • Share a post about the event materials on the Community tab on YouTube
16. • Update the Past Events table in the GitHub repository
17. • Synchronize the forked repository