First-Time Sponsor? This To-Do List Template Will Help You Prepare for an Atlassian Team Event! ⭐️

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Hey Atlassian Community! 👋 Team 25 in LA is just around the corner, and we’re all excited for the event 🎉

But before we dive into the fun, there’s a bit of prep work to be done. 

To make life easier for all the partners and vendors attending, we’ve created a custom issue template using Smart Templates and Smart Checklist for Jira. This template outlines every step of preparation, ensuring nothing gets missed.

In order to create such a template from scratch you can follow this guide and copy paste the issue names below to repeat this hierarchy for your purposes. Use variables to manage dynamic values in your templates like in the presented example. You can easily edit this template later if required.

Approve sponsorship level with the team 
Approve attendees and define roles 
Conduct a meeting on the previous event outcomes
Register all attendees for event for {{Event_name}}
Procurement Team | Organize business trip for {{Event_name}} 
Procurement Team | Pay for the sponsorship 
Design Team | Prepare design materials
Marketing Team | Announce participation in owned media
Partnership Team | Prepare a networking plan 
Product Team | Revise prototypes and product demos 

The next step is to further structure all the activities in the event planning process. You can add Smart Checklist for each of the issues inside your issue template to break down issues to smaller steps and make sure nothing is overlooked. Follow the Markdown editor instructions and adjust as needed.

Checklist for Organize business trip for {{Event_name}}

- Provide Visa support if needed
- Research options for accommodation and transportation 
- Set up a call or communicate asynchronously to confirm travel dates, accommodation, and transportation options before booking
- Buy tickets
- Book hotel/accommodation
> - check with the event organizer for any partner hotels offering special offers or discounts
- Provide insurance support if needed 
- By referring to the [policy](https://confluence.atlassian.com/) calculate the daily allowance
- Share the travel itinerary with the team via email or Slack
- Send a link for a flight check-in, remind to check in in advance online

Checklist for Prepare design materials

## Prepare design for printed materials 

- Brochures 
- Business cards 

## Prepare design for the booth

- submit logos
- submit company info
- design booth graphics 
- approve it with the team
- prepare file and submit

## Prepare merchandise

- update and approve design for merch items 
- check if all attendees have the approved merch
- check if we have enough merch items

## Prepare visuals for the announcement 

- Create banner for each attendee 
- Create images for company’s Social Media 

Checklist for Announce participation in owned media

- Email
- Social Media 
- Blog/Atlassian Community 

Checklist for Prepare a networking plan

- prepare list of SP
- match with sponsorship booth numbers 
- add unofficial gatherings and events to the table 

We’ve tested and optimized this template several times and we’re so excited to share the best version we have. Hopefully, it’ll make your event prep smoother and help everyone stay organized.

Have your own list already? Share your ToDos in the comments below! 

Looking forward to seeing you all in Anaheim this April! ✨