Organizer Guide

Complete guide for event organizers using Kite.

Welcome, Organizer!

As an organizer, you have full control over your event. This guide covers everything you need to successfully manage your event.

Your Dashboard

Overview

Your dashboard shows:

• Event statistics
• Recent activity
• Quick actions
• Pending tasks

Navigation

Event Lifecycle

Phase 1: Setup (3-6 months before)

Create Event

1. Set up basic event info
2. Configure dates and location
3. Add branding

Configure CFP

1. Create submission form
2. Set CFP dates
3. Write guidelines

Set Up Tickets

1. Create ticket types
2. Set pricing strategy
3. Connect Stripe

Phase 2: Promotion (2-4 months before)

Launch CFP

1. Publish call for papers
2. Promote on social media
3. Reach out to speakers

Open Registration

1. Announce ticket sales
2. Share registration link
3. Monitor sales

Phase 3: Curation (1-2 months before)

Review Submissions

1. Assign evaluators
2. Collect feedback
3. Make selections
4. Notify speakers

Build Schedule

1. Create rooms/tracks
2. Assign time slots
3. Assign speakers
4. Publish schedule

Phase 4: Final Prep (1-4 weeks before)

Finalize Details

1. Confirm speakers
2. Collect materials
3. Send attendee info
4. Brief team

Communication

1. Send reminders
2. Share logistics
3. Answer questions

Phase 5: Event Day

Check-in

1. Set up stations
2. Check in attendees
3. Handle issues

Monitor

1. Track attendance
2. Manage schedule
3. Support speakers

Phase 6: Post-Event

Follow-up

1. Send thank you emails
2. Share recordings
3. Request feedback
4. Export data

Key Tasks Checklist

Before CFP

• [ ] Event created with details
• [ ] Branding uploaded
• [ ] Social links added
• [ ] Team invited

Before Registration

• [ ] Tickets configured
• [ ] Stripe connected
• [ ] Pricing set
• [ ] Coupons created

Before Event

• [ ] Schedule published
• [ ] Speakers confirmed
• [ ] Attendees notified
• [ ] Check-in ready

After Event

• [ ] Thank you sent
• [ ] Survey distributed
• [ ] Data exported
• [ ] Feedback reviewed

Quick Tips

Time Management

• Plan milestones
• Set internal deadlines
• Build in buffer time

Communication

• Be proactive
• Respond quickly
• Keep everyone informed

Problem Solving

• Stay calm
• Have backup plans
• Delegate when possible

Team Coordination

• Clear responsibilities
• Regular check-ins
• Shared access

Common Scenarios

Speaker Cancellation

1. Contact backup speakers
2. Adjust schedule
3. Notify attendees
4. Update materials

Low Registration

1. Extend early bird
2. Increase promotion
3. Reach out personally
4. Add incentives

Technical Issues

1. Have IT support
2. Backup systems ready
3. Manual processes available

Resources

• Creating Events
• Managing Submissions
• Building Schedule
• Email Campaigns

Next: Speaker Guide