Objective:
This SOP outlines the end-to-end process for coordinating event panelists via WhatsApp—from group creation and welcome messages to sharing panel details, facilitating moderator interaction, and managing on-ground logistics. It ensures smooth communication, personalized follow-ups, and timely reminders to panelists and PR reps. Post-event, the same group is used for thank-you messages, sharing media, and initiating future collaborations such as interviews or features.
Team Involved:
Conference Producers, Sales Team
Group Creation
1. Group Creation:
- Create a dedicated WhatsApp group for each panel 10 days prior to the event, only after receiving confirmation from all speakers and the moderator.
- The group name should follow a standard format for easy identification (e.g., Panel | [Panel Name] | EMERGE 2025).
Welcome Message
Once the group is created, share a warm welcome message including:
- Name of the event
- Date and time of the panel
- Venue details
- Full panelist lineup (name + designation + org)
- Moderator name and designation
- Any relevant housekeeping info (e.g., entry details, panel duration, AV support)
Coordination of Panel Questions
- If the panel questions are ready:
- Check with the moderator if they'd prefer to:
- Share questions directly on the group
- Connect with each panelist over a quick call
- Proceed accordingly and assist in scheduling calls or sending questions via DM.
- If the questions are not ready:
- Inform the group of the expected timeline by which questions will be shared.
- Proactively follow up with the moderator to ensure timely sharing.
Moderator Check-In
Reach out to the moderator privately and ask if they would like:
- A framework or flow to guide the panel
- Support in curating or refining the questions
- A timeline of when and how they'd like to engage with panelists
Offer assistance for prepping the session, including connecting with panelists individually if preferred.
Ongoing Follow-Up
- Maintain light but consistent follow-ups in the group.
- Avoid over-communicating; prioritize relevance and timing.
- If the moderator prefers sharing questions personally, support by sending personal DMs or arranging short calls with each panelist.
Individual Coordination
As a precaution, send a personal reminder/message to each panelist:
- Confirming they’ve seen the questions
- Offering a call if they need any clarification
- Checking their comfort level with the flow
Adding PR Reps
If any panelist requests to include their PR representative, add them to the group and ensure they are updated on all relevant communication.
Day-Before Reminder
Share a reminder message one day before the event including:
- Venue
- Time of the panel
- Final agenda/schedule
- Meeting point / contact person (conference producer or PR lead)
Day-of-Event Coordination
If needed, send a gentle reminder on the day of the event.
Coordinate with each panelist and moderator on-ground:
- Confirm arrival
- Guide them to the green room or prep area
- Ensure AV and seating setup is to their liking
- Keep PRs or producers in the loop
Post-Event Follow-Up
- Send a thank you message in the group post-panel.
- Share any photos or videos of the session and politely request tagging and social media posts.
- Individually thank each panelist in personal messages, if possible.
Post-Event Engagement
Leverage the rapport built
- Reach out for potential guest articles or interviews
- Propose a follow-up opportunity (e.g., magazine feature, expert piece, podcast appearance)
- Srikanth Rayaprolu (10 July 2025)
- Srikanth Rayaprolu (10 July 2025)
- Neha Mehta (10 July 2025)
- Neha Mehta (10 July 2025)
Add Your Heading Text Here (10 July 2025)
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