goodmorningwithcommunity

Good Morning with
Your Community

COMMUNITY-BUILDING EVENT

Event Methodology Accordion

Concept

AIM

The Good Morning with Your Community remote event is designed to strengthen the business community by fostering collaboration, knowledge-sharing, and networking among companies operating within a shared ecosystem – whether they are co-located in the same building, part of a business incubator, or members of a certain network. Organized by a community coordinator or a designated representative from the host organization, this structured yet adaptable format ensures meaningful engagement and practical outcomes for all participants.

EVENT STRUCTURE

1. Opening and updates

The event begins with an introduction by the organizer, outlining current developments, upcoming events, and the agenda for the session.

2. New community members introductions (if any)

Recently joined members (companies) present their activities, objectives, and potential collaboration opportunities.

3. Existing members updates

Established members share updates on new projects, challenges, and potential synergies with the community.

4. Expert insight session

An invited expert delivers a short presentation on a key topic relevant to the defined ecosystem, e.g., intellectual property, cybersecurity, or AI advancements.

5. Networking and follow-up

A structured discussion ensures participants leave with valuable insights and potential connections. Participants are engaged to exchange contacts. Post-event, attendees receive a summary email with a video recording and relevant materials.

Duration of the event: 1-1,5 hours

SCALABILITY AND IMPACT

The Good Morning with Your Community event framework is adaptable to different business intermediary organizations and industry sectors, including ICT, creative industries, social innovation, etc. By fostering structured networking based on planning, relevant topics, and continuity, this model ensures that participants get tangible values beyond simple social interaction. The concept is also designed to be replicable in various regional contexts, reinforcing the role of structured dialogue in advancing innovation and business growth. The concept ensures a structured approach to the event planning and execution that delivers measurable outcomes. The event, which is carefully managed at every stage, provides participants with actionable insights and opportunities. It reinforces the principle that networking should go beyond social interaction, emphasizing strategic planning, targeted solutions, and long-term engagement.

Audience

who can organize such an event

Business incubators, startup hubs, technology parks, and industry-specific associations

Benefit: by uniting businesses in shared spaces or industries, these organizations can facilitate strategic partnerships, encourage innovation, and address common challenges.

Chambers of commerce and regional economic development agencies

Benefit: strengthening ties among local businesses, attract investments, and enhance regional competitiveness.

Large corporations managing innovation ecosystems or open-innovation platforms

Benefit: engaging startups and SMEs, ensuring a steady flow of fresh ideas and collaborations.

Similarly, non-profits and public organizations in various fields can use the format to align stakeholders, tackle sector-specific issues, build thriving, innovation-driven communities.

who can participate in such an event

Startups, SMEs, entrepreneurs and corporate representatives seeking collaboration, knowledge exhance, and networking opportunities.

Benefit: introducing their innovations, connecting with potential partners, gaining insights into shared challenges, showcasing expertise, discovering resources, and exploring solutions for growth.

Other participants who are optional and depend on the main goal of the event may include:

Investors, venture capitalists, and business angels

Benefit: gaining early exposure to innovative projects and potential funding opportunities.

Researchers, academics, and students

Benefit: gaining insights into aligning their studies or projects with industry needs.

Public sector representatives

Benefit: their participation enables to align the event with regional or sectoral strategies.

Experts and consultants

Benefit: their participation can provide valuable insights and offer tailored solutions to the community's challenges.

Resources needed

Staff and Administrative Support

A dedicated team is essential for efficient event execution, including an event manager handling logistics, participant coordination, agenda drafting, and virtual support; a communication expert managing outreach, promotional content, and engagement with potential participants; moderator responsible for overseeing the agenda, facilitating discussions, and ensuring productive interactions.

Event Infrastructure and Technology

A well-equipped venue, either hybrid or fully remote, is crucial to facilitate interaction. Necessary technology includes microphones and audio systems for clear communication; projectors and screens for presentations and data visualization; video conferencing platforms for hybrid or fully remote participation.

Expert Speaker Engagement

High-value content delivery depends on access to field professionals. This requires lector contacts for inviting relevant experts; a budget for paid speakers to ensure knowledgeable and experienced professionals contribute insights into selected topics.

Participants Database and Stakeholder Engagement

Effective participation relies on comprehensive database containing startups, SMEs, corporate representatives, and other ecosystem stakeholders.

Marketing and Promotion

A strong communication strategy ensures visibility and participant engagement. This includes marketing budget for designing promotional materials, running digital campaigns, and media engagement; outreach efforts through industry networks, newsletters, and social media to increase awareness and encourage participation. This may not require any additional spending if the communication expert can perform all these activities.

Post-Event Continuity and Content Distribution

To ensure long-term impact, follow-up and knowledge-sharing resources include video recording and editing tools for distributing event highlights and presentations to participants and wider audiences; communication platforms for sending post-event updates, key takeaways, and maintaining engagement with attendees.

ONLINE TOOLS

Organizing the remote event requires a suite of tools to facilitate planning, communication, execution, and follow-up. Here are some of the most popular tools for running remote events.

Communication Tools

Email for targeted invitations and updates, and social media platforms such as Facebook, LinkedIn, Instagram, and Slack to promote the event and engage participants effectively.

Survey Tools

Survey tools like Google Forms or Microsoft Forms are useful for registrations and gathering feedback.

Virtual Event Platforms

For hosting and managing the event, virtual platforms like Microsoft Teams, Zoom, and Google Meet are essential for both fully remote or hybrid formats.

Collaboration Tools

Collaboration tools like Google Drive and SharePoint can serve for sharing agendas, presentation materials, and other resources, while, e.g., Miro supports interactive brainstorming sessions.

Presentation Tools

Presentation tools such as PowerPoint and Canva enhance the visual appeal of session content and promotional materials.

Video Editing Software

For post-event follow-up, video editing software (e.g., Adobe Premiere Pro) ensures quality in recordings shared with participants.

Organizing the event

The event should be managed in all stages and should have a continuum as part of the overall event. Good Morning with Your Community remote event organization guidelines are divided into three stages of the EVENT ORGANIZATION PROCESS:

1. PREPARATORY STATE

The success of any event begins with careful planning during the preparatory stage.

This stage focuses on setting the basis for a successful event. Key aspects include ensuring participants are prepared and motivated to network, selecting attendees who align with the event’s objectives, and designing well-structured presentations to engage the audience. Precise preparation at this stage is essential to set the tone for meaningful interactions.

Key points: selection of topic, participants, key speakers, well-structured presentations, timely communication.

Here you will find a sample schedule which is based on four-week pre-event planning. This process can vary within one week interval.

Pre-event Planning Timeline

Time until the event	Pre-event planning tasks
4 weeks	Defining the topic of the event, target group, speaker(s), moderator Identify the key topic for the event and survey the participants. Focus on entrepreneurs, start-ups, researchers, and large corporations in the sector. Select speakers who are industry leaders, innovators, and successful entrepreneurs. Check if they are available and within your budget. Identifying and allocating the budget for the organization of the event Consider the sources of funding. Costs may include: moderator fees, speaker fees, and communication expenses.
3 weeks	Communication with moderator and speakers Confirm their availability and discuss the topics you expect them to cover.
2 weeks	Communication of the event and registration of participants Create promotional materials and set up an online registration process to gather participant information. Use social media, email newsletters, and industry forums to promote the event. Finalization of the agenda Schedule speeches, panel discussions, and networking sessions. Incorporate interactive elements like Q&A sessions, polls, and breakout rooms.
1 week	Preparation of the event scenario and communication with the moderator Develop a detailed event scenario to ensure all aspects are covered. Provide the moderator with relevant information, including speaker bios and potential discussion questions.
1 day	Finalization of technical readiness Set up any necessary technical components, such as polls and breakout rooms, in advance. Familiarize yourself with the platforms being used. Sending reminders to participants Send a reminder email to all registered participants with event details, including the topic, start time, and access link.

MOVE TO THE NEXT STAGE: 2 - EVENT EXECUTION

2. EVENT EXECUTION

A well-managed event depends on an experienced moderator who can steer the agenda, maintain engagement, and address any unforeseen challenges. Each event should offer a unique experience, blending dynamic activities with opportunities for meaningful interaction. Whether virtual or in-person, the environment should be inviting and engaging. Participants are engaged to exchange contacts, schedule follow-up meetings, thus extending the value of the event beyond its immediate duration. Engaging activities such as workshops or live Q&A sessions can enrich the event.

Technical management is also very important: tools for admitting participants, screen sharing, and breakout room facilitation must be handled smoothly.

Key points: experienced moderator, variety of activities, cozy (even virtual) environment, technical management of the event platform, post-event meeting options.

Here you will find key tasks that should be taken into account just before the event and during the event execution.

During-Event Task Timeline

Time	During-event tasks
10–15 min before	Conducting technical checks and final coordination Make sure all guests and speakers are connected. Join 10–15 minutes before start to test slide shares, microphones, cameras, and role permissions. Verify interactive elements (polls, breakout rooms). Assign a dedicated technical manager. Provide guidelines for respectful and constructive interactions.
During the event	Follow the scenario of the event Stay flexible: invite questions and remarks via chat, start recording, monitor participant interactions, and adapt as needed.

Time

During-event tasks

10–15 min before

Conducting technical checks and final coordination

Make sure all guests and speakers are connected. Join 10–15 minutes before start to test slide shares, microphones, cameras, and role permissions. Verify interactive elements (polls, breakout rooms). Assign a dedicated technical manager. Provide guidelines for respectful and constructive interactions.

During the event

Follow the scenario of the event

Stay flexible: invite questions and remarks via chat, start recording, monitor participant interactions, and adapt as needed.

MOVE TO THE NEXT STAGE: 3 – POST-EVENT FOLLOW-UP

3. POST-EVENT FOLLOW-UP

Finally, providing opportunities for post-event interaction extends the event’s impact. Post-event activities ensure the event’s objectives are realized long-term. This stage emphasizes guiding participants in developing the connections they established during the event, encouraging continued collaboration.

Key points: follow-up e-mail, mentored post-event communication, satisfaction survey.

Here you will find a sample schedule follow-up planning. This process can vary within one week interval.

Post-Event Task Timeline

Time after the event	Post-event tasks
1–2 days	Feedback and evaluation Send a follow-up email with key takeaways, presentation materials, and additional resources to help participants retain and apply what they learned. Facilitate mentored post-event activities to solidify connections. Use surveys to gauge satisfaction and gather suggestions for future topics, reinforcing the event’s impact and fostering an engaged community. Check if all invoices are issued correctly and make transfers
1 week	Follow-up meetings Encourage participants to schedule follow-up meetings to explore partnerships and collaborations. Provide a dedicated platform or communication channel for organizing these sessions.
2 weeks	Analyze outcomes and networking success Review participant feedback and measure the effectiveness of networking connections and collaborations initiated during the event. Use these insights to improve future events.

Time after the event

Post-event tasks

1–2 days

Feedback and evaluation

Send a follow-up email with key takeaways, presentation materials, and additional resources to help participants retain and apply what they learned. Facilitate mentored post-event activities to solidify connections. Use surveys to gauge satisfaction and gather suggestions for future topics, reinforcing the event’s impact and fostering an engaged community.

Check if all invoices are issued correctly and make transfers

1 week

Follow-up meetings

Encourage participants to schedule follow-up meetings to explore partnerships and collaborations. Provide a dedicated platform or communication channel for organizing these sessions.

2 weeks

Analyze outcomes and networking success

Review participant feedback and measure the effectiveness of networking connections and collaborations initiated during the event. Use these insights to improve future events.

Templates

Organizing an event requires coordinating multiple tasks, deadlines, and stakeholders. From determining the date and topic to managing the budget and promotional activities, each element must be systematically addressed. This event planning template provides a structured approach to simplify event management.

Access here: EVENT PLANNER

Useful tips for event organization

There are a few things to consider when organizing the event that don’t seem as important at first but can make a difference:

Take all three stages of event organizing seriously – all of them are important.
Prepare a scenario for the event. This helps to play out all the events in advance and put into perspective what is ready and what is not.
Follow the scenario, but be flexible.
Think outside the box. For example, if the key topic of the event is related to AI, maybe it is worth incorporating an avatar into your event. Maybe it could act as an opening “speaker.” Just be creative; participants will appreciate this.
Make sure all guests and speakers are connected to the event. Connect 10-15 minutes before the start of the event to make test slide shares, check microphones and cameras, and roles and rights assigned to participants on the event execution platform.
Ensure that technical support is available throughout the event.

Useful tips for continuity and improvement

In general, Networking Methods seek to strengthen the approach that networking is not just socialization; networking attitude should be based on accurate planning, purposeful solutions, and continuity with the aim that participants leave the event with tangible results. Some practical tips:

Regular Scheduling. Plan these events regularly (e.g., monthly) to maintain engagement and momentum. Update the format and content based on industry/ecosystem trends and feedback.
Study carefully the feedback from participants after the event; analyze trends in repeat participation; try to find out the reasons for non-participation.
When organizing the event for an outside audience, try adding yourself to relevant Facebook or LinkedIn groups well in advance, as the administrators usually must approve your request to join and post.
Foster a community around these events for ongoing interaction and support. Use social media groups or forums for continuous engagement. It is very important to keep participants engaged in the follow-up activities because this stage produces the most tangible results.
Adapt the framework for different sectors or regions as needed. By organizing such an event, communities can tackle and start solving challenges in various sectors, such as ICT, medicine, space technologies, robotics, and many others.