Start with the basics: set clear objectives, choose the right date and venue, and plan your event agenda. Consider the needs of your community and the goals you want to achieve.

Date

Two of the three most critical components to running an event are picking a date and finding a location. The third is content, but without these two things in place, there will be no event.

So as you begin to plan an event begin with your focus on getting these nailed down. 

Finding a date is always tricky since it is hard to find a time that will work for everybody. So the goal is to find a time that will be optimal for your community. For your first event, you may want to speak with a few of the main people who you think will help you promote the event and be strong contributors to the launch of the chapter. Find a date that works best for the group and that has some lead time - around six weeks is great - allowing for people to book it in their calendars before things book out. Some other things to keep in mind with date and time:

• Holidays close 

• School calendars

• Sporting events that may keep people away

• Position in the quarter - end of quarter usually ties people up

A great tool to poll people on time is called Doodle - Free online meeting scheduling tool

Regarding time, do you what you think is best for your community with the first event and then ask the group for suggestions to see if alternatives may be better and then test some ideas. We have seen every day of the week host an event, but predominately chapters stick to Tuesday - Thursday.

Location

Location is also critical both for needing a place to convene but this will also set a tone for your gathering. Culture First chapter gatherings can be virtual, in-person or hybrid. All locations can work, it is just important to put your host hat on when landing on a location and building the event around the space available versus having a set idea and trying to make it work in the space that you have. 

This goes back to the pillars of a great meeting and thinking how will the (welcome, connection, learning and action) pieces look in the space that we are working with. 

Your first best resource in finding a location will be you local community. Reach out and ask if anybody has a space or knows of a good location. We have found that often times, organizations with nice spaces, tend to think about culture and enjoy showing off their location via local events. So ask around to see if there is a company like this that would be willing to host, even a Culture Amp customer. 

Don’t be afraid to get creative. In Kansas City, for example, we partnered with a company that does office furniture and space design. They had a beautiful showroom and movable furniture that allowed us to create a great space. What was really great was the synergy they realized by offering their space. Space is what they are about and what they are helping companies with, by hosting it was a great way for them to embody what they are about and doing it for people who can influence culture. It was a great marketing opportunity for them and wonderful space to host an event. Are there any interesting partnerships in your area that support a win / win for both sides?

An additional benefit for a hosting organization is that you can offer them 5 minutes at the beginning of the event to share a bit about what they do and welcome the group. You may even find that a location would be open to hosting more regularly and it can be more consistently in one location. Also, keep in mind that Culture Amp is part of your community, feel free to reach out to see if we can leverage our community to help find a location.

If you are unable to secure a free location, chapters can always leverage their event budget to help acquire a space. Each chapter is given $600 per quarter to host a gathering.  You could even consider coworking space. As always stay creative and remember people like to help for a good cause.

And lastly, here are some important questions to consider when choosing a physical location or venue:

• Is the building easily accessible and inclusive? Will guests need to take the stairs or is there a lift?

• How is the parking or signage to find the space?

• What are the seating options? Are there tables and chairs?

• How are the noise levels? Will guests be able to hear one another?

• What time does the location open or close and will that conflict?

Creating a content calendar helps you stay organized and consistent. Plan events well in advance, and consider adding regular gatherings like community conversations to keep the momentum going. This gives your community members something to look forward to and what to expect. It also is great accountability for yourself to keep the momentum going.  At the end of your event, have your next one lined up so you can lead them to register for it.  Keep things simple and consider adding a community conversation or coffee chat every quarter. 

Planning ahead is key to running a successful Culture First chapter. To help you stay organized and create meaningful gatherings throughout the year, we’ve put together a Yearly Chapter Planning Template. This Google Sheet includes:

• A blank template that you can copy and customize for your chapter’s event planning.

• Examples of successful chapters based on their activity levels:

  • Transformative Chapters (8+ events per year)

  • Significant Chapters (5-7 events per year)

  • Solid Chapters (4 events per year)

• Event data and insights from previous gatherings, including:

  • Event type and date

  • Budget and actual spending

  • Registration and attendance statistics from Bevy

  • Notes and key learnings

• A coordination tab for chapter leads looking to align on co-hosting workshops.

🔗 Access the Yearly Chapter Lead Content Calendar + Budget Template

What is Bevy? 

Bevy is the platform we use to manage and promote all Culture First community events. All Culture First events must be published on Bevy as the official event platform for our community.It allows chapter leads to create event pages, communicate with community members, and track attendance all in one place. Bevy supports our commitment to a cohesive, privacy-compliant, and consistent community experience. By using Bevy, we ensure that all Culture First gatherings are accessible, well-promoted, and aligned with our community standards.

To get started or learn more about how to use it, click here. 

Creating a well-structured event page is essential for attracting attendees and setting clear expectations for your Culture First gathering. The event page is often the first impression potential attendees have, so it should be informative, engaging, and aligned with Culture First’s community principles. Here are the must-haves for your online event listings, descriptions, and RSVP pages:

1. Event Title and Theme

   • Choose a title that captures the spirit and theme of your event. It should be clear, concise, and inviting, reflecting the purpose of your gathering.

   • If possible, include keywords related to the theme, such as "community," "connection," or "well-being," to give attendees a quick sense of what to expect.

2. Event Description

   • Provide a brief yet compelling summary of the event. Explain what the event is about, who it’s for, and what participants will gain from attending.

     1. Ensure your event description clearly answers “What’s In It For Me?” (WIIFM). Highlight the key benefits and reasons why someone should attend.

   • Highlight any special activities, speakers, or facilitators involved, and outline how the event aligns with Culture First’s principles, such as inclusivity, belonging, or action-oriented learning.

     1. Incentives -  Consider offering raffles, giveaways, or other incentives like free books or coaching sessions to encourage early registration and engagement. 

   • Include an agenda or timeline if possible, so attendees know the flow and duration of the event.

3. RSVP and Registration Details

   • Mention whether the event is free or if attendees need to cover personal costs (e.g., food or tickets for specific activities).

   • For virtual events, include any registration links and relevant details about the online platform being used, ensuring attendees know how to access the event.

   • Remind them to 'join' the chapter when they RSVP to be notified of future event updates for the chapter. 

4. Accessibility and Inclusivity Information

   • Let attendees know how the event is designed to be inclusive and accessible. Offer instructions on how they can communicate specific needs or accommodations. Let them know whether it is going to be interactive and to what degree.

   • Add a note about the event’s accessibility features, such as closed captioning for virtual events or wheelchair accessibility for in-person events.

5. Privacy and Media Disclaimer

   • There is a media disclaimer on every event page informing attendees that the event may be photographed or recorded for promotional purposes: “By participating in our community events, you consent to the possibility of being photographed or recorded.”

6. Contact Information

   • Provide contact information or a support email for any questions about the event or registration process.

   • Encourage attendees to reach out if they need help or have special requests, reinforcing the welcoming and inclusive nature of Culture First gatherings.

• Automated Emails in Bevy 

  • As a reminder, when you publish an event on Bevy, the system with automatically schedule out an email to your chapter members shortly after. It will also send out a 5 day reminder to community members that have not yet registered and a 24 hour email to those that have registered. These automated emails can be turned off or rescheduled, but they cannot be edited. 

  • You may consider adding a scheduled email to go out the morning of or a few hours before to those that have registered already with the link to join the session with the link easily accessible.

  • Something to think about, these emails can get stuck in people's spam or promotion folder rather in their inbox. We wouldn't recommend relying on these as your only source of communication. 

• Utilize Slack

  • Post your event in the #leads-all channel in Culture First ( If it's a workshop, ask other leads if they would like to co-host with you)

  • Post your event in the People Geek Slack channel 

  • Post your event in other HR related slack channels you are a part of 

  • Share your event directly with someone on the Culture Amp team so they can share internally with folks in your area or maybe ERGs at Culture Amp that align with your chapter's content
    
    

• Share on Social Media

  • We've created graphics for you to use which include LinkedIn templates for your specific chapter. Here is the link to access the Google Drive folder and to find your chapter specifically. 

  • We also have graphics around why you're proud to be a Culture First Chapter lead. Here is the link to access the Google Drive folder with these assets. There are even some graphics your community members can use as well in there.
    
    

• Personal Outreach 

  • The system automated emails are great, but they lack personalization and sometimes can get lost in someone's inbox. They may have even used their personal email rather than their business email that they don't check as often.

  • Consider reaching out directly. Send them a personal note from your email. Send them a DM on LinkedIn. Reach out to get them to register and/or reach out to them directly after they register. When you do this, tell them how excited you are to see them. When it's someone reaching out directly rather than just from a system, you're harder to ignore.

  • Consider asking yourself, how might you be on a texting basis with your community members?
    
    

• Organizational Partnerships

  • Consider collaborating with aligned organizations. For example, maybe there is an organization such as SHRM, Association for Talent Development, Conscious Capitalism, Disrupt HR, ERGs that relate, etc. See if there is a way to promote one another's events since there is alignment from either a mission or a values perspective.
    
    

• LinkedIn Outreach 

  • Utilize the power of LinkedIn to search for people in your area or that work in the field you are looking for. 

  • You can send a request to connect and add a brief note.

  • You can also sign up for LinkedIn Sales Navigator for free for a month to send InMail to folks without being connected to them. Just don't get to set a reminder to cancel your membership so you don't get charged at the end of your month.
    
    

• Create a LinkedIn Group or Slack Channel

  • Consider creating a LinkedIn group and inviting folks to it so you can communicate with them that way. 

  • You can also use the Culture First slack account to create a channel for just your chapter members. 

  • These are just great ways to stay connected in between gatherings and another way to promote your gatherings in case they don't see the system automated emails through Bevy.

Email Templates

Here are some examples of some email copy that other chapter leads have used to consider. Sample of an Email Campaign from Culture First Works Chapter (Jessica Liu + Zech Dahms)

Event Title: Kickoff the Year with Clarity

Email 1 

• when - 2+ weeks prior 

• audience - all chapter members 

• subject - new event published for works chapter 

• email copy - system automated event published 

-----------------------------------

Email 2

• when - 1 week prior 

• audience - all chapter members 

• subject - Culture First Works Clarity Challenge 

• email copy -
  
  Hello Culture First Works Friends & Champions - 

Do you want to start the year off with clarity!? 

I invite you to register and attend our first event of 2023 below - Hosted next Thursday! 

This inspiring, comprehensive life session will help you find greater clarity and live a more intentional, focused, and confident life. 

This is a vital topic: When we lack clarity in our lives, we're less motivated, focused, and persistent. 

So make sure to block out this time slot and attend this session and grow! 

Get ready to do the work and change your life!

See you soon!

-----------------------------------

Email 3

• when - week of (a few days prior)

• audience - all chapter members with registrations 

• subject - Kickoff the Year with Clarity *event reminder* Registering is half the battle 

• email copy - 

Hello Culture First Works Friends & Champions -

I am extremely excited to connect with you as we kick off 2023 with our first workshop of the year.

Congratulations on investing in yourself.

I’m assuming you are in this community because you want to grow, you want to connect, and you are looking for the tools and training to get there. 

This inspiring, comprehensive life session will help you find greater clarity and live a more intentional, focused, and confident life.

This is a vital topic: When we lack clarity in our lives, we're less motivated, focused, and persistent.

So make sure to block out this time slot and attend this session and grow! 

Registering for these sessions is only half the battle. When it comes to growth, we have to go the extra mile and show up for ourselves. 

Get ready to do the work and change your life!

See you soon! 

-----------------------------------

Email 4

• when - day before or morning of 

• audience - all chapter members with registration 

• subject - Culture First Works Workshop TODAY! Start the Year off with Clarity! 

• email copy - 

Hello Culture First Works Friends & Champions -

I am extremely excited to connect with you as we kick off 2023 with our first workshop of the year.

You obviously registered for this event because you care about yourself and have a higher level of ambition for 2023. 

Registering for this program is the first step so congratulations on investing in yourself. 

The real challenge now is to show up for yourself! 

This event is so important because if you are not clear on the vision for your future, you will not have anything pulling you to grow or develop.

This is a vital topic: When we lack clarity in our lives, we're less motivated, focused, and persistent.

So make sure to block out this time slot and attend this session and grow!

Registering for these sessions is only half the battle. When it comes to growth, we have to go the extra mile and show up for ourselves.

Get ready to rock 2023 with us. 

See you soon! 

-----------------------------------

Email 5

• when - hours before

• audience - all chapter members with registration 

• subject - *STARTING SON* Kick off the year with clarity 

• email copy -
  
  

Hello Culture First Works Friends & Champions -

Our first session for 2023 is starting soon. Here is the link to join. 

To get the most out of this session, our facilitator has provided us with a FREE workbook. 

You can download that here. 

Make sure to make a copy / download it ahead of time so you have it handy for the session. 

Let us know if you have any questions. Again, this event is for you. The biggest challenge to improve ourselves that we all share is actually showing up for ourselves. 

So join us for you! 

See you soon!

Access a variety of creative assets to enhance the visual appeal of your events. From social media templates and Zoom backgrounds to banners and slide decks, these resources are designed to help you maintain a consistent and professional look across all your promotional and event materials.

Below is a recording from a session with Mike Montague. The session was titled 'Elevate Your LinkedIn.'