The LATAM Event Launch Checklist: From Idea to Sold Out

Save this page. Print it. Copy it into a Notion doc. Use it for every event you launch. This checklist covers every step from the first decision to post-event follow-up — organized by phase so you always know what's next.

Phase 1: Foundation (8–12 Weeks Before Event)

Concept and Goals

• Define the event type (conference, workshop, music event, networking, festival, cultural event)
• Name your target audience precisely (not "everyone" — who specifically?)
• Set a concrete attendance goal (minimum, target, maximum capacity)
• Define your success metric: revenue, attendance, leads, community growth?
• Choose the event format: in-person, hybrid, or online?

Logistics

• Select and confirm venue — get written confirmation with capacity, layout, AV, and cancellation policy
• Lock the date (check: competing events, public holidays, local calendar for your city)
• Set ticket price(s) — general admission, early bird, VIP tiers, or free RSVP
• Confirm any permits required for your venue, city, or event type
• Set your budget: production costs, venue, marketing, speaker/performer fees, contingency (10–15%)

Event Page

• Write the event title (clear, searchable, includes city name)
• Write two descriptions: 50-word version and 200-word version (for different platforms)
• Create a cover image: 2000x1000px minimum, readable at small size
• Set up ticketing through your chosen platform (Eventbrite, Sympla for Brazil, Boletia for Mexico, or your preferred platform)
• Add speaker bios, performer info, or agenda as soon as confirmed
• Confirm that ticket link works on mobile

Phase 2: Listings (6–8 Weeks Before Event)

LATAM-Focused Platforms

• Submit on events.lat — LATAM discovery platform covering Mexico, Brazil, Argentina, Colombia, Chile, Peru
• Confirm listing is visible and categorized correctly on events.lat
• Note events.lat listing URL for tracking

Global Platforms

• List on Eventbrite
• Create Facebook Event (from your business page if you have one)
• List on Meetup (if appropriate for your event type)
• List on AllEvents.in
• List on 10times (for professional/B2B events)
• List on LinkedIn Events (for professional events)

Country-Specific

• Brazil events: list on Sympla
• Mexico events: list on Boletia
• Music events: claim artist/venue page on Bandsintown and Songkick

Full platform list with notes: Where to List Your Event for Free — 25+ LATAM Sites.

Phase 3: Pre-Promotion (6–4 Weeks Before Event)

Owned Channels

• Post save-the-date announcement on all owned social accounts
• Send email to past attendees or existing list (if you have one)
• Update your bio/profile links to point to ticket page
• Schedule weekly social posts from now to event day (use a scheduling tool if helpful)

Community Outreach

• Identify 5–10 relevant WhatsApp or Telegram groups in your city and niche
• Identify 3–5 relevant Facebook community groups
• Post once in each relevant group (read group rules first; be human, not spammy)
• Reach out to 3–5 complementary organizers for cross-promotion swap
• Identify speakers, performers, or partners who can share — provide them ready-made social copy

Media and Press

• Identify 3–5 local publications, blogs, or city media that cover your event type
• Write a 150-word press pitch with a compelling angle, photo, and ticket link
• Send pitches; follow up once in 5–7 days

Paid Promotion (Optional — If Budget Available)

• Evaluate paid listing upgrade on events.lat: Featured ($49/7d), Sponsored ($149/14d), or Top Listing ($399/30d) — check current options at events.lat/promote
• Plan social ad campaign: set budget, write copy variants, prepare creative assets
• Set up UTM tracking links for every paid channel

Phase 4: Final Push (2 Weeks to Day Before)

Content and Social

• Increase posting frequency to 3–4x per week
• Post speaker/performer reveal if not yet done
• Post social proof: early testimonials, "X people registered," venue photos
• Post countdown content (1 week, 3 days, 1 day)
• Activate Instagram countdown sticker in Stories
• Post urgency content in final 48–72 hours ("Last X tickets")

Community and Direct Messaging

• Remind WhatsApp groups 1 week out (once only — don't repeat)
• Send final email reminder to registered attendees with practical details (venue address, parking, schedule)
• Send email to list with final reminder and urgency frame

Logistics Confirmation

• Re-confirm venue — space, AV, seating, access time
• Confirm all speakers, performers, or panelists — schedule, tech requirements, contact info
• Confirm any catering, vendors, or external services
• Print or prepare digital check-in list
• Prepare staff/volunteer briefing document
• Test all tech: projector, microphone, streaming setup (if hybrid/online)
• Confirm ticket scan or check-in process

Phase 5: Day of Event

Before Doors Open

• Arrive at venue 60–90 minutes early (minimum)
• Walk through space: signage, AV, lighting, seating, registration table
• Brief all staff and volunteers
• Test ticket scanning or check-in system
• Post "doors open at X" social story or update
• Have a printed backup list of registrants in case tech fails

During the Event

• Photograph key moments (doors opening, full room, speakers, crowd reactions)
• Collect attendee emails at check-in or through an opt-in form
• Post 1–2 live social updates or Stories
• Assign one person specifically to capture content — they can't also be managing logistics

After the Event Ends

• Thank attendees publicly — post a closing social update same night or next morning
• Upload highlight photos within 24–48 hours
• Post "next edition" announcement at peak post-event engagement (24–48 hours after)

Phase 6: Post-Event (Within 1 Week)

Follow-up

• Send thank-you email to all attendees (within 48 hours)
• Email any press contacts who covered the event — share photos they can use
• Post a recap blog post, thread, or social carousel with highlights
• Collect testimonials or quotes from speakers and notable attendees

Analysis

• Review attendance vs. goal: how many actually showed up vs. registered?
• Review channel performance: which listings and promotions drove the most ticket clicks?
• Note what worked and what didn't — document it before you forget
• Review your budget: actual vs. planned spending

Next Event Prep

• Decide on next edition date while momentum is high
• Announce date to existing attendees — "you heard it first"
• Keep collected emails for next event outreach
• Update your event page to "past event" or archive it

Quick-Reference Card: Key Timing Milestones

FAQ

How long does it realistically take to organize an event in LATAM? For a small meetup (under 50 people): 2–3 weeks minimum. For a mid-size event (100–300 people): 4–8 weeks. For a conference or festival (300+ people): 2–4 months. The timelines above assume mid-size events; adjust each phase proportionally.

What's the most commonly skipped step that hurts attendance? Getting listed on free discovery platforms early. Many organizers skip or delay listings because they feel like a chore — and then wonder why no one outside their immediate network shows up. Listings on Eventbrite, Facebook Events, and events.lat generate passive organic traffic for weeks.

Do I need all of these steps for a small event? No — scale the checklist to your event size. For a 30-person meetup, you can skip press outreach, skip paid promotion, and condense the social cadence. For a 500-person conference, you may want to add steps (sponsorship tracking, speaker management, accreditation). The phases remain valid at any scale.

What if I'm launching with under two weeks of lead time? It's possible but you need to be ruthlessly selective. Prioritize: (1) get listed on the 3–4 most relevant platforms immediately, (2) post in community groups same day, (3) activate your network personally. Skip the elaborate content cadence and go straight to direct outreach.

Where should I start listing my event? Submit on events.lat first (LATAM-focused, relevant category and city filters), then Eventbrite, then Facebook Events, then the dominant local platform for your country (Sympla in Brazil, Boletia in Mexico).

Summary

Every sold-out event follows roughly the same sequence: early logistics, early listings, sustained community outreach, a timed content escalation, logistical confirmation, and a clean post-event loop that sets up the next edition. The organizers who skip phases or start late rarely fill the room. The ones who work through every phase — even imperfectly — build events that compound over time.

First step: get your event listed. Submit at events.lat/submit. Explore promotion options at events.lat/promote.