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Help Centre / Using Your Dashboard

Your first month with Event Captain

From kickoff to your first check-in is about six weeks. Here's what happens when, and what to expect at each stage.

  1. Kickoff call (day 0). We collect your venue details, target area, offer, who leads should be handed to, and your brand voice. You get a recap email the same day with everything we agreed.
  2. Setup (weeks 1 to 2). We build your prospect list, write your outreach emails, set up your dashboard, and warm up your sending inboxes. You'll get a sample email to approve. Nothing is sent to prospects yet.
  3. Pre-launch call (end of week 2). A 30 minute walkthrough of the dashboard and the handoff process, plus a mock handoff so you know exactly what a lead email looks like. We connect your email on this call.
  4. Launch (week 3). Sending starts low, around 70 emails a day, and climbs over the next two weeks. Expect your first interested replies within the first few days, and your first handoff within the first one to two weeks.
  5. Full volume (weeks 4 to 5). Sending reaches roughly 300 a day. This is when the pipeline fills. Interested replies should be arriving most days.
  6. One-month check-in (around week 6). We review your numbers together, adjust targeting or the offer if needed, and plan your first newsletter. Check-ins continue monthly for the first two to three months, then as needed.

What good looks like

Bookings lag interest. A planner who replies in week 3 often books an event for two or three months out. Judge the first month on interested replies and handoffs, not confirmed events. By month two or three, you should be seeing bookings come through from the earlier conversations.

If it's slower than expected

The usual fixes are a tighter target area, a different job title mix, or a stronger offer in the email (a free hour, a free round, a tasting). Raise it on your check-in and we'll change it the same week. There's no contract, so if it isn't working for your business you can stop at any time.

Can't find what you need? Reply to any email from your Event Captain team and we'll sort it out.