Event Checklist

Prior to the Event

3-5 Weeks Out:

▢ Select an event

• Poll residents in Cobu if you need help deciding between event ideas

▢ Select an ideal day and time

• Consider which staff members will be available and what time residents are available

• Poll residents in Cobu if you need help determining an ideal day of the week or start time

▢ Select a location in the building

• Consider the number of people you expect at an event and the space capacity

• Have a backup plan for outdoor events in the case of rain or poor weather

• Ensure the location has not been previously reserved

▢ Research and book your vendors

• Food vendors

• Drink vendors

• Entertainment vendors

2-4 Weeks Out:

▢ Add your event to the Cobu Dashboard

• Click on "Event Templates" in the Gatherings table view

• Create the Gathering and customize the date & time and location fields

• Determine if you need to set a limit to the number of RSVPs (total event capacity) and/or guests (plus 1s)

• Once you click "Save" on the Cobu dashboard, a notification will be sent to your residents to start promoting the event

▢ Print and post the event flyer in elevators common areas.

• Your Cobu Community Manager will email you a PDF of your customized event flyer and a PNG of a social tile within 24 hours of event creation.

▢ Send an event reminder email to your residents to help encourage RSVPs

• Include a Web RSVP Link and/or a Cobu Magic Link in your email to make it easy for residents to be taken to Cobu to engage

  • Individual event Web RSVP Links can be found in the Gatherings table > More Actions > Get RSVP link

    • Cobu Magic Links can be found in the Building Settings module of the Cobu Dashboard

3-5 Days Out:

▢ View your current RSVP total in the Cobu Dashboard to confirm you have the appropriate amount of food & drink ordered

▢ Confirm your food & drink orders with your vendors as well as delivery expectations

Day of the Event

Event Setup:

▢ Ensure you have an appropriate amount of tables for food & drink stations

▢ Tablecloths are ideal to create a consistent aesthetic and can help with cleanup

▢ Lined trash and recycling bins

▢ Wine key & bottle opener

▢ Drinks bucket with ice

▢ Glasses for wine

▢ Bluetooth speaker

During the Event:

▢ Press play on your playlist so residents know an event has started

▢ Take photos of the event setup and post on Cobu Chat and/or Instagram story to build resident excitement

▢ Take photos during the event to share on Cobu Chat and/or Instagram

Protip: Select and share a hashtag for your event and encourage residents to include it on their social posts

▢ Keep an eye on food & drink supplies in case items need to be refilled/refreshed

After the Event:

▢ Keep track of vendors and prices to help with future event planning

▢ Visit the Cobu Dashboard to view resident event feedback in the Past Gatherings table view

• Some residents will share written feedback that can be helpful for future event planning or execution

• Positive written feedback can be anonymized and shared via social channels