Creating an Event at Bolt
Bolt will hold events from time to time, they might be partys, workshops, or other sorts of educational gatherings. We use a combination of Facebook, Instagram, Eventbrite, and Mailchimp to get the word out and make sure it is well attended.
Eventbrite
The main information about the event and the place to RSVP will be the eventbrite page. Go to [1] and login using our lastpass credentials.
- Click Create Event in the Top Right
- Fill in Relevant Information
If it's training, use this format. Bolt Lighting Rental Training: Name of Workshop. If it's another kind of event there is no format.
Do not check Reserved Seating.
After you're finished click Save and Continue.
- Add your description with clear learning objectives.
Be sure to also list any pre-requisites, any equipment needed, or any special instructions about the workshop.
Don't forget to add pictures!
Click Save and Continue
- If Event is Online - Create Online Event...Go to Zoom section and come back once complete.
- Create your Tickets
Select Free and type in how many you'd like to make available to the public. Set the Maximum Ticket per person to 2.
- Add Your Waitlist
Go to Order Options > Waitlist. Then click Enable Waitlist. Keep settings as default. Change time to respond as 6 hours. Click Save.
- Publish your Event!
MailChimp
Now that your event is created, you need to get the word out. We always start with MailChimp to send an email blast to everyone on our email list. It's very important that we only send out email blasts for workshops, as that was what they signed up for. Start by logging into our mailchimp account and then follow the instructions below:
- Create the Campaign
select “create campaign” in the upper right
- Create an Email
Select “create an email” from the bottom of the next screen
- Add Recipients
Select Clients and all subscribed contacts.
Personalize the To Field and select F*NAME, L*NAME
- Fill in From Field
Select Bolt Lighting Rental from the drop down menu.
- Fill in Subject Field
Write a short blurb on the nature of the workshop and in the preview text give a brief overview of the workshop and who is presenting if applicable.
- Select Workshop Template
Under design email select to use a previous template and select Workshop template 2
- Add Photo and Copy
Select a photo and start editing the template layout to reflect the new workshop.
Make sure you include/edit:
Date/time and the Link under the “register” button, the url can be found in the eventbrite page that we just created
- Test Email
It's REALLY important that you test the email. Send it to one person that is not yourself and have them look it over. You're sending this email to hundreds of people, it MUST be right.
- Test Each Button
Click all Buttons to make sure they send you to the correct links.
- Send Campaign
You can decide to send it out now or schedule it for a later date.
Direct Emails
We don't have very many people we want to directly email and ultimately our goal is to convert the into mailchimp newsletter signups.
Academy of Art Cinema Dept - kferro@academyart.edu
We'll want to tell them we're having a workshop and ask them if we can send them updates about future workshops. We want them to pass it along to their students so they can come and benefit as well.
Now you can write a simple Facebook post advertising the event.
NOTE- It is important to not make the facebook post until AFTER the mailchimp campaign has been out.
This allows the subscribers first dibs at getting spots before we open it up to the public. If the Event fills up before you can do a facebook post about it then the facebook post is no longer necessary and can be ignored.
- Post on the Bolt Facebook Page
Keep it simple- Name of the workshop, time/date and any pertinent info, always add the eventbrite link.
- Have Matt or Ryan share into Facebook groups
Groups to share to: I HELLA wanna be on set, Bay Area Set Lighting and Grip
Posting on Feed
- Use the same image that is on the Eventbrite page or similar image.
- Links in the description of posts on the Insta-feed do not work. Somewhere in the body of the description of your post, say "Link is in our Bio"
- Make sure you update the Linktree for the appropriate event.
- Directions on how to make a link in Linktree
- NOTE: if you have already posted the event in Facebook, then do not forward the Instagram post to FB.
Posting on Stories
- Use the same image that is on the Eventbrite page or similar image.
- Add some wording. Ex: Free Online Workshop!
- Add some gifs to make it fun and eye-catching
- Add a "swipe up" gif. It might help to also say "To sign up" next to it
- make sure you add the link to the post
Zoom
If you're making your event online, go to Zoom.US and you'll follow the instructions below.
- Login using Google, Zoom does not have specific login credentials.
- Click Schedule new Meeting
- Fill in Topic, Description, When, Duration
- Turn on Video for Host and Participant
- Audio Should be Both Computer and Phone
- Click Enable Waiting Room
- Click Record Meeting Automatically
- Click Mute Participants on Entry
- Type any alternate hosts so they will have access to admin tools.