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Event Execution How to create Event Issues (#40938)
Updating handbook section on event execution
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@ -59,5 +59,333 @@ Once an event is approved, a Marketing directly responsible individual (DRI) is
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An event's execution is not complete until the **Definition of Done** is met: the Event Overview Doc must be fully updated with post-event outcomes, notes, and final details.
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## **How to automate event creation**
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Since the tracking process uses github issues and subissues to track tasks, it can be tedious to create the structure for a new event. Here are the steps to automate the creation of the event execution issues in github.
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### Setup
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We will use a local script that executes commands on the local GitHub command line interface (CLI). In order to get started you need to have the GitHub CLI installed.
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1. **Install Homebrew.** *Homebrew is a package installer and the simplest way to get the GitHub CLI installed.*.
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1. Navigate to https://brew.sh/ and copy the installation script.
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2. Open a terminal window, paste and run the script. *You will be prompted for your local password*
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2. **Install GitHub CLI (GH CLI)**
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Using homebrew, tell it to install the GitHub command line interface
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`brew install gh`
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3. **Authenticate / connect with GitHub**
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1. Enter the command: `gh auth login` and follow the steps to authenticate with the repository
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4. **Update the CLI permissions to include projects**
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1. Enter the command `gh auth refresh -s project` and follow the steps to authenticate.
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TODO - add a test set up section where a user has a simple issue script they test
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### Event Template Process and Script
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Creating a new event group is now simple.
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1. copy the script below and save as **NewEvent.sh**
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2. Edit the script.
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First - CHANGE THESE THREE THINGS.
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**Nothing else needs to change**
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* EVENT_SLUG - will be the name of the event and part of the label for the event
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* PLANNING_DOC_URL - is the link to the google doc where we're keeping the latest status of the event plans
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* REQUEST_ISSUE - is thte number of the issue that proposed the event
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For example:
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```
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EVENT_SLUG="2606-MacDevOpsYVR-Montreal"
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PLANNING_DOC_URL="https://docs.google.com/document/d/1Td1XtFClRlOMDuoojXUkJvU8f6MUEjsBacMVRqEJbQQ/edit?tab=t.afz38t4pwdka"
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REQUEST_ISSUE = "#14599"
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```
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Save the changed file **NewEvent.sh**
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And then execute the script. `./NewEvent.sh`
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That's it. This should create the events in GitHub to manage the event.
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here's the script
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```bash
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#!/bin/bash
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# --- Event specifics / details - change this
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EVENT_SLUG="2606-MacDevOpsYVR-Montreal"
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PLANNING_DOC_URL="https://docs.google.com/document/d/1Td1XtFClRlOMDuoojXUkJvU8f6MUEjsBacMVRqEJbQQ/edit?tab=t.afz38t4pwdka"
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REQUEST_ISSUE = "#14599"
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# No need to change anything else to run the script
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# --- Static Configuration ---
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ORG="fleetdm"
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REPO="confidential"
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PROJECT_NUMBER="94"
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# 1. Define Labels (Fixed with leading colons)
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NEW_LABEL=":mktg-event:${EVENT_SLUG}"
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PARENT_LABELS=":mktg-event,:mktg-event:overview,:mktg-event:tp"
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CHILD_LABELS=":mktg-event,:mktg-event:detail,:mktg-event:tp"
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# Ensure the specific event label exists
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echo "1. Ensuring label '${NEW_LABEL}' exists..."
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# gh label create "$NEW_LABEL" --repo "$ORG/$REPO" --color "1D76DB" --force >/dev/null 2>&1 || true
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gh label create "$NEW_LABEL" --repo "$ORG/$REPO" --force >/dev/null 2>&1 || true
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# ==========================================
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# STEP 1: CREATE THE PARENT ISSUE
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# ==========================================
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echo "2. Creating Parent Issue (Overview)..."
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PARENT_TITLE="${EVENT_SLUG} Execution Overview"
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# Using a Heredoc for clean, WYSIWYG Markdown formatting
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PARENT_BODY=$(cat << EOF
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Master tracking issue for ${EVENT_SLUG}.
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EXECUTION for request $REQUEST_ISSUE
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## Executive Snapshot & Key Decisions
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Use this section for a quick overview. If someone only reads this part, they should understand the scope and scale of our presence.
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| Category | Details |
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|---|---|
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| Event Name | [e.g., KubeCon NA 2026] |
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| Dates | [Start Date] to [End Date] |
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| Location | [City, State, Venue Name] |
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| Event Website | [Link to official site] |
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| Budget Estimate | [Total estimated cost] |
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| Primary Goal | [e.g., Lead Gen (500 scans), Brand Awareness, Recruiting] |
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| Booth Size | [e.g., 10x20, Island, Tabletop] |
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| Speaking Slot? (details below) | Yes or No |
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| Workshop? | Yes or No |
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| DRI | [Name of person responsible] |
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| Onsite DRI | [Name of person responsible] |
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| Planing Doc | $PLANNING_DOC_URL |
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- [ ] Finalize sponsorship agreements
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- [ ] Assign issues/tasks
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## Progress Tracker
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- [ ] 1. Speaking Session & Workshop Details
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- [ ] 2. Promotion & Marketing Plan
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- [ ] 3. Booth Strategy & Messaging
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- [ ] 4. Staffing & Travel Logistics
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- [ ] 5. Execution, Logistics & Swag
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- [ ] 6 Lead Capture & Follow-Up Strategy
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- [ ] 7. Post-Mortem & ROI Analysis
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EOF
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)
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# Create Parent
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PARENT_URL=$(gh issue create \
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--repo "$ORG/$REPO" \
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--title "$PARENT_TITLE" \
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--body "$PARENT_BODY" \
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--label "$PARENT_LABELS,$NEW_LABEL")
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# CRITICAL CHECK: Did the parent issue actually get created?
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if [ -z "$PARENT_URL" ]; then
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echo "❌ ERROR: Failed to create Parent Issue. Check if labels exist in the repo."
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exit 1
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fi
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# Extract Issue Number from URL
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PARENT_NUM=$(echo "$PARENT_URL" | awk -F/ '{print $NF}')
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echo " ✅ Parent Created: #$PARENT_NUM"
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# Get the Global Node ID of the Parent (Needed for GraphQL linking)
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PARENT_NODE_ID=$(gh api graphql -f query='
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query($owner:String!, $repo:String!, $number:Int!) {
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repository(owner:$owner, name:$repo) {
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issue(number:$number) { id }
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}
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}' -f owner="$ORG" -f repo="$REPO" -F number="$PARENT_NUM" --jq '.data.repository.issue.id')
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if [ -z "$PARENT_NODE_ID" ] || [ "$PARENT_NODE_ID" == "null" ]; then
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echo "❌ ERROR: Could not fetch GraphQL Node ID for Parent #$PARENT_NUM"
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exit 1
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fi
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echo " 🔹 Parent Node ID: $PARENT_NODE_ID"
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# Add Parent to Project
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gh project item-add "$PROJECT_NUMBER" --owner "$ORG" --url "$PARENT_URL" >/dev/null 2>&1
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# ==========================================
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# STEP 2: HELPER FUNCTION FOR CHILD ISSUES
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# ==========================================
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# This function handles the creation and linking of all sub-issues
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create_sub_issue() {
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local TITLE="$1"
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local BODY="$2"
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CHILD_URL=$(gh issue create \
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--repo "$ORG/$REPO" \
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--title "$TITLE: ${EVENT_SLUG}" \
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--body "$BODY" \
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--label "$CHILD_LABELS,$NEW_LABEL")
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if [ -n "$CHILD_URL" ]; then
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CHILD_NUM=$(echo "$CHILD_URL" | awk -F/ '{print $NF}')
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# Get Child Node ID
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CHILD_NODE_ID=$(gh api graphql -f query='
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query($owner:String!, $repo:String!, $number:Int!) {
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repository(owner:$owner, name:$repo) {
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issue(number:$number) { id }
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}
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}' -f owner="$ORG" -f repo="$REPO" -F number="$CHILD_NUM" --jq '.data.repository.issue.id')
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echo " ✅ Created Child: #$CHILD_NUM ($TITLE)"
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# Link as Sub-Issue via GraphQL
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LINK_RESULT=$(gh api graphql -f query='
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mutation($parentId: ID!, $childId: ID!) {
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addSubIssue(input: {issueId: $parentId, subIssueId: $childId}) {
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clientMutationId
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}
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}
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' -f parentId="$PARENT_NODE_ID" -f childId="$CHILD_NODE_ID" 2>&1)
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if [[ $? -eq 0 ]]; then
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echo " 🔗 Linked as Sub-issue to Parent #$PARENT_NUM"
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else
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echo " ⚠️ Failed to link. Error details:"
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echo "$LINK_RESULT"
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fi
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# Add to Project
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gh project item-add "$PROJECT_NUMBER" --owner "$ORG" --url "$CHILD_URL" >/dev/null 2>&1
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else
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echo " ❌ Failed to create child: $TITLE"
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fi
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}
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# ==========================================
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# STEP 3: DEFINE & CREATE CHILD ISSUES
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# ==========================================
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echo "3. Creating and Linking Child Issues..."
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# --- Child 1 ---
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BODY=$(cat << EOF
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**Description**
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Track all details, deadlines, and requirements for any speaking slots or workshops we are hosting before, during, or after the event.
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- [ ] Confirm speaking session details (Title, Speaker, Date/Time, Room)
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- [ ] Submit Abstract Link and AV Requirements
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- [ ] Confirm workshop hosting and timing
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- [ ] Update Workshop Planning Doc, Registration Link, and Capacity
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- [ ] Update the $PLANNING_DOC_URL
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EOF
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)
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create_sub_issue "1. Speaking Session & Workshop Details" "$BODY"
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# --- Child 2 ---
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BODY=$(cat << EOF
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**Description**
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Manage how we are driving traffic to our booth, session, or workshop.
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- [ ] Schedule Pre-Event Email Blast
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- [ ] Schedule LinkedIn and Twitter/X Posts
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- [ ] Create Speaker Promo Graphics and Blog Post
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- [ ] Assign Customer Invites
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- [ ] Assign Live Social Coverage during event
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- [ ] Schedule Event App Push Notification
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- [ ] Update the $PLANNING_DOC_URL
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EOF
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)
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create_sub_issue "2. Promotion & Marketing Plan" "$BODY"
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# --- Child 3 ---
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BODY=$(cat << EOF
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**Description**
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Define the core purpose, layout, and messaging for our physical footprint on the show floor.
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- [ ] Document Booth Number and Exhibit Hall Hours
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- [ ] Define Core Messaging/Theme
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- [ ] List Key Demos
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- [ ] Document Key Requirements (internet, scanners, monitors)
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- [ ] Update the $PLANNING_DOC_URL
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EOF
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)
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create_sub_issue "3. Booth Strategy & Messaging" "$BODY"
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# --- Child 4 ---
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BODY=$(cat << EOF
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**Description**
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Manage who is going, where they are staying, and when they are working the booth.
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- [ ] Assign Staff Manager and Attire
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- [ ] Select Suggested Hotel
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- [ ] Set Arrival and Departure Requirements
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- [ ] Complete Staff Assignments table
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- [ ] Create Booth Staffing Schedule
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- [ ] Update the $PLANNING_DOC_URL
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EOF
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)
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create_sub_issue "4. Staffing & Travel Logistics" "$BODY"
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# --- Child 5 ---
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BODY=$(cat << EOF
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**Description**
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This section is for the operations team to handle on-site setup, booth build, and shipping.
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- [ ] Track Shipping & Handling deadlines and tracking numbers
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- [ ] Create Return Shipping Label
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- [ ] Confirm Booth Vendor, Graphics Deadline, and Furniture/Electrical
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- [ ] Order Premium Swag, General Swag, and Raffle/Contest items
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- [ ] Complete Key Points of Contact table
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- [ ] Update the $PLANNING_DOC_URL
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EOF
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)
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create_sub_issue "5. Execution, Logistics & Swag" "$BODY"
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# --- Child 6 ---
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BODY=$(cat << EOF
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**Description**
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Crucial for ROI. Track how we capture data and what happens next.
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- [ ] Define Capture Mechanics, Method, and Device Rental
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- [ ] Define Incentive to Scan
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- [ ] Write Qualifying Questions for Booth Staff
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- [ ] Assign Lead Upload Owner and SLA
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- [ ] Define Follow Up Strategy and Nurture Sequence
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- [ ] Update the $PLANNING_DOC_URL
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EOF
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)
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create_sub_issue "6. Lead Capture & Follow-Up Strategy" "$BODY"
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# --- Child 7 ---
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BODY=$(cat << EOF
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**Description**
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To be filled out within 1 week of event conclusion to analyze performance and ROI.
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- [ ] Record The Numbers (Leads, MQLs, Spend, CPL)
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- [ ] Complete Retrospective (What went well/wrong)
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- [ ] Document Competitor Intel
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- [ ] Upload Photo Archive
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- [ ] Update the $PLANNING_DOC_URL
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EOF
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)
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create_sub_issue "7. Post-Mortem & ROI Analysis" "$BODY"
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echo "Done."
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```
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<meta name="maintainedBy" value="johnjeremiah">
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<meta name="title" value="🫧 Marketing Event Execution">
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