# 🌱 2-Day Event Starter Kit

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#### **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.
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### **📅 Timeline at a Glance**

<table data-header-hidden><thead><tr><th width="195.5546875">Phase</th><th width="349.6484375">Focus</th><th>When</th></tr></thead><tbody><tr><td><strong>Phase</strong></td><td><strong>Focus</strong></td><td><strong>When</strong></td></tr><tr><td>Vision &#x26; Team</td><td>Define purpose, recruit core team</td><td>4-6 months before</td></tr><tr><td>Venue &#x26; Date</td><td>Secure venue and lock in the date</td><td>3.5 months before</td></tr><tr><td>Launch &#x26; Outreach</td><td>Create landing page, open applications</td><td>3 months before</td></tr><tr><td>Curation</td><td>Select sessions, confirm partners</td><td>2 months before</td></tr><tr><td>Logistics &#x26; Promotion</td><td>Finalize schedule, share access info</td><td>1 month before</td></tr><tr><td><strong>Event Delivery</strong></td><td><strong>Hold space, document the magic</strong></td><td><strong>Event week</strong></td></tr><tr><td>Harvest &#x26; Reflect</td><td>Share media, host retrospectives</td><td>1 week after</td></tr></tbody></table>

***

### **✅ General Task list**

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* [ ] 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**&#x20;

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<details>

<summary><strong>People &#x26; Team</strong></summary>

*<mark style="color:$info;">Minimum 2–4 organizers: logistics, comms, facilitation, partnerships.</mark>*

***

* [ ] 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

</details>

<details>

<summary><strong>Venue</strong></summary>

*<mark style="color:$info;">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.</mark>*

***

* [ ] 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…

</details>

<details>

<summary><strong>Programming</strong></summary>

*<mark style="color:$info;">Include a balance of workshops, conversation tables, and unconference slots. Start and close with circles. Leave room for spontaneity.</mark>*

***

* [ ] 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)

</details>

<details>

<summary><strong>Comms</strong></summary>

*<mark style="color:$info;">Use warm, direct language. Invite personally. Create a content schedule.</mark>*

***

**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

</details>

<details>

<summary><strong>Design</strong></summary>

*<mark style="color:$info;">Use Figma boards to create or adapt assets. Make sure there is easy access to a printer inside or close to event location.</mark>*

***

**🔖 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

</details>

<details>

<summary><strong>Finance</strong></summary>

*<mark style="color:$info;">Draft a realistic budget. Use Open Collective or crypto wallets (like Gnosis Safe). Support contributors who need it through travel funds or stipends.</mark>*

***

* [ ] 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

</details>

<details>

<summary><strong>Food &#x26; Accessibility</strong></summary>

*<mark style="color:$info;">Offer vegetarian/vegan meals. Choose local or cooperative caterers. Plan for accessibility: mobility, sensory needs, and childcare if possible.</mark>*

***

* [ ] 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

</details>

<details>

<summary><strong>Tickets &#x26; Access</strong></summary>

*<mark style="color:$info;">Use simple ticketing via Luma, Pretix, or Typeform + Wallet Connect. Offer discount and volunteer passes. Share all access info early.</mark>*

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* [ ] 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

</details>

### **🫶 Helpful Links**

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[📘 Organizer Guidebook](https://handbook.regensunite.com/readme)

💬 [Join us on Telegram](https://t.me/regensunite)

🐦 [Follow on Twitter](https://twitter.com/regensunite)