Consider different types of locations such as community centers, coworking spaces, university facilities, conference centers, non-profit organizations, local businesses, or even outdoor spaces.

• Capacity: How many participants will you have? Ensure the venue can comfortably accommodate them.

• Location: Is the venue conveniently located for your target audience? Consider proximity to public transportation and parking availability.

• Budget: Does the venue fit within your budget? 

• Ambiance: Does the venue provide the right atmosphere for your event (e.g., professional, casual, inspirational)?

*Remember you can also explore low-cost or free venue options such as public libraries, educational institutions, and community spaces.

An event agenda is the master list of all of the details associated with your event. They provide your guests a look into the event, before the event even begins. They are able to see what types of topics are going to be covered, who their special guests are and can even see what they’re having for lunch or dinner! 

When building your agenda, remember to:

• Ensure a mix of different types of sessions (workshops, panels, lectures) to keep participants engaged.

• Allocate appropriate time for each session and include breaks to avoid fatigue.

• Be prepared to adjust the agenda based on participant feedback and any unforeseen changes.

Feel free to draw inspiration from the following letter template when reaching out to your special guests. It’s a helpful starting point, but you’re welcome to customize it to suit your event and personal style!

What resources will you need for your Basecamp? Create a rough budget. Fill in the gaps with educated guesses. You can start calling some vendors to get multiple estimates.

Consider the following categories to include in your budget

• Venue

• Materials and Supplies

• Marketing and Promotion

• Promotional Material

• Food and Beverages

• Video and Photography

• Miscellaneous