🌱 2-Day Event Starter Kit

A one-pager cheat-sheet to help you host your own regenerative gathering

What is Regens Unite?

Regens Unite is a community-designed, participatory gathering that brings together local actors, technologists, and regenerative thinkers. It’s not a traditional conference: it’s a co-created, trust-building space for meaningful connection and action.

---

📅 Timeline at a Glance

Phase	Focus	When
Vision & Team	Define purpose, recruit core team	4-6 months before
Venue & Date	Secure venue and lock in the date	3.5 months before
Launch & Outreach	Create landing page, open applications	3 months before
Curation	Select sessions, confirm partners	2 months before
Logistics & Promotion	Finalize schedule, share access info	1 month before
Event Delivery	Hold space, document the magic	Event week
Harvest & Reflect	Share media, host retrospectives	1 week after

---

✅ General Task list

---

• Core team assembled

• Venue booked

• Landing page live

• Session applications open

• Budget + funding plan drafted

• Partner outreach started

• Design and Media/photographer arranged

• Catering + accessibility confirmed

• Volunteers confirmed

• Schedule shared 1 week before

✅ Task lists by Key Areas

---

People & Team

Minimum 2–4 organizers: logistics, comms, facilitation, partnerships.

---

• Define the purpose and values of the event

• Identify at least 4 core organizers (logistics, comms, facilitation, partnerships) but ideally more.

  • Logistics → Venue, Budget, Tickets, People

  • Comms → Marketing, Design, Community

  • Facilitation → Programming, Session Holders, Hosting, Vibes

  • Partnerships → Fundraising, Sponsorships, Collaborations, Cross-promotions

• Set up a shared workspace (Notion, Telegram, Google Drive)

• Assign clear roles and responsibilities

• Schedule regular check-in meetings (weekly or biweekly)

• Define meeting formats and lightweight conflict-management process

• Organise Volunteers (pre, during, after)

• Designer and Videographer arranged

Venue

Look for community-led, affordable spaces like schools, cultural hubs, or warehouses. Ensure capacity for 80–120 people, with good light, multiple breakout areas, and accessibility.

---

• Explore community-run / non-corporate venues (schools, warehouses, collectives)

• Confirm space availability and cost

• Reserve space and sign agreement if needed

• Plan for breakout areas and shared meals

• Coordinate with venue for infra setup, cleanup, and decoration needs

• Visit and assess accessibility (stairs, bathrooms, mobility, lighting)

• Tech setup: projector, speakers, mics, recording devices, etc…

Programming

Include a balance of workshops, conversation tables, and unconference slots. Start and close with circles. Leave room for spontaneity.

---

• Define session formats (workshops, panels, open circles, etc.)

• Launch a call for sessions and/or invite facilitators directly

• Review and curate submissions with your team

• Confirm all speakers and facilitators

• Build a draft schedule (include buffer time, plenary, breaks, circles)

• Share session flow with hosts in advance

• Provide assets for session holders to promote

• Plan opening & closing circles

• Design a way to collect feedback (forms or closing round)

Comms

Use warm, direct language. Invite personally. Create a content schedule.

---

Pre-Event: Prep & Outreach

• Write a warm, human-centered event description (focus on who it’s for and why it matters)

• Brief Designer for visual id + create assets (option to use RU visuals or adapt them)

• Create a simple landing page (Notion, Luma, or custom site)

• Add FAQs to the landing page: who should come, how to apply, what to expect

• Set up Telegram groups for internal and external comms

• Draft and schedule first announcement post (Twitter, Telegram, email)

• Reach out to aligned communities, DAOs, and local groups

• Create a basic promo plan (3–5 posts/week across channels)

• Post regular updates: new speakers/sessions, confirmed partners, local tips, etc.

• Prepare shareable visuals and short descriptions for speakers and partners

• Craft 10–20 personalized invitations (voice notes, DMs, warm emails)

• Schedule a live info session, community calls, or Twitter Spaces to hype + answer questions

• Monitor and respond to DMs/comments across platforms

• Start a shared Google Drive or Notion hub to collect session materials

During the Event: Light Touch Presence

• Assign one or two people to capture media (photos, quotes, short videos)

• Share behind-the-scenes and in-the-moment updates on socials

• Collect highlights from participants (via shared album, Telegram, or voice notes)

• Video-interview a few participants or facilitators for future content

• Record sessions or reflections (with consent)

Post-Event: Harvest & Celebrate

• Thank all contributors publicly (socials, Telegram, email)

• Share a post-event recap with a few photos and participant quotes

• Invite participants to a follow-up reflection circle or retro

• Upload resources (photos, videos, templates) to Notion or Google Drive

• Publish a blog post or thread summarizing what happened

• Invite people to stay connected or join the broader Regens Unite network

Design

Use Figma boards to create or adapt assets. Make sure there is easy access to a printer inside or close to event location.

---

🔖 Branding & Core Visuals

• Event logo or wordmark (if adapting Regens Unite visuals, clarify what changes are okay)

• Visual identity guide: colors, fonts, illustrations

• Social media templates (square + story formats)

• Background patterns or texture (for web, print, slides)

📣 Promotional Graphics

• Save-the-date post (static and story version)

• Speaker/facilitator announcement template

• “Call for sessions” graphic

• Countdown or reminder posts

• Quote card templates

• Collaboration or partner announcement graphics

• Local tips or “what to expect” visuals (optional)

🌐 Web & Platform Assets

• Header image or banner for landing page

• Favicons or custom icons for web use

• Thumbnail images for Luma, Pretix, etc.

• Session images or icons (if sessions will be browsed online)

📄 Print & On-Site Materials

• Welcome signage (entry, directions, bathrooms, etc.)

• Vibes signage (RU values, Code of Conduct)

• Name tags or badge template (include pronouns, org/project)

• Agenda poster (A2 print size)

• Room signage for breakout areas

• Quiet space / child-friendly zone signage (if applicable)

• Feedback wall / reflection board headers

• Offers / Needs Wall headers

• Stickers (event logo or themed)

• Swag table or “swag swap” sign

• Optional: “POAP station” signage with QR code space

📽 Slides & Docs

• Opening circle slide deck (title, welcome, values, flow)

• Closing circle slide or visual

• Partner thank-you slides

• Blank slide template for internal use

• Optional: “How to participate” visual explainer

Finance

Draft a realistic budget. Use Open Collective or crypto wallets (like Gnosis Safe). Support contributors who need it through travel funds or stipends.

---

• Estimate your budget (venue, food, materials, travel fund)

• Choose your funding method & treasury (Open Collective? Multi-Sig Wallet? etc)

• Set contribution tiers or donation options

• Track all income and expenses (Google Sheets or Notion table)

• Decide on a system to pay contributors and reimburse costs

• Share budget overview with core team for transparency

Food & Accessibility

Offer vegetarian/vegan meals. Choose local or cooperative caterers. Plan for accessibility: mobility, sensory needs, and childcare if possible.

---

• Choose local + vegetarian or vegan catering options

• Confirm meals and quantities with caterer(s)

• Ensure reusable or compostable cutlery/plates

• Ask participants about dietary or access needs in the sign-up form

• Ensure venue has accessible entrances and bathrooms

• Plan for quiet space, sensory-friendly zones, or childcare if possible

• Communicate food options and access info clearly to all participants

Tickets & Access

Use simple ticketing via Luma, Pretix, or Typeform + Wallet Connect. Offer discount and volunteer passes. Share all access info early.

---

• Create a registration form or ticketing page (Luma, Pretix, Tally)

• Define ticket tiers (standard, low-income, volunteer)

• Confirm how payments will be handled

• Share practical info: address, what to bring, how to get there

• Create an attendee list or database

• Send confirmation and reminder emails or messages

• Test check-in process before event starts

🫶 Helpful Links

---

📘 Organizer Guidebook

💬 Join us on Telegram

🐦 Follow on Twitter