Timeline for Planning a Gathering

Here is a rough timeline for planning a Gathering from preparation to marketing to execution.

Preparation (at least 4 weeks prior to date & launching within 90 days of signing Independent Contractor Agreement)

1. Leader Finds a venue
2. Leader Picks a date
3. Leader Picks a program (optional: use our monthly featured topics), guest expert, etc.
4. Leader Re-Confirms date, location, time, program with Ellementa Inc.
5. Leader Secures sponsors (optional) or refers potential national sponsors to Ellementa.
6. Leader Provides Ellementa with photos and bios for experts, if any.
7. Leader Prints marketing materials (optional and at Leader’s expense).

4 weeks out (If you are late providing Gathering details, this process may be hampered)

1. Ellementa Creates Eventbrite, Facebook Event, Event listing on Ellementa.com
2. Ellementa Crafts and schedules social media messaging
3. Leader Distributes print materials and markets the Gathering
4. Ellementa can send a press release to local media using contacts provided by leader (after 1st Gathering has been held).

3 weeks out

1. Ellementa & Leader Market the Gathering online. If you don’t already have it, ask us for the 10 Ways to Market Your Gathering document.
2. Leader Continues to distribute materials, actively promotes Gathering offline locally.
3. Ellementa lists Gathering in at least 1 national email and, in some cases, 1 regional email.

2 weeks out

1. Ellementa & Leader Continue to market the Gathering

1 week out

1. Week of Ellementa Inc. & Leader make final marketing push, daily marketing efforts

NOTE: If you do not have at least 3 tickets sold by this time, we can discuss Cancellation.

Day of Gathering

1. Leader Picks up optional supplies.
2. Leader Sets up venue.
3. Leader Runs event.
4. Ellementa has someone on call by text or phone to troubleshoot.

Post Event

1. Leader cleans up.
2. Leader provides photos and recap of event to Ellementa.
3. Ellementa Inc. provides Revenue Recap within 30 days of the Gathering and issues a check once Leader approves the RECAP. The $25 stipend will be provided in the first Recap after launch.