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Handbook
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Anchor Events

Each year, HTW produces a small set of anchor events that bring together sponsors, hosts, and attendees from across the full ecosystem. These events set the tone for the week, provide a shared gathering point for local and visiting attendees, and represent HTW's highest-visibility work.

HTW Anchor Events

HTW currently produces three types of anchor events:

HTW Executive Summit — A curated gathering for tech and industry leadership. This is invite-only or limited-capacity and focused on meaningful connection, big-picture conversation, and relationship-building at the top of the ecosystem. The Opening Ceremony is attached to or integrated with the Summit as a formal kickoff to the week.

HTW Official Mixer — An open, high-energy event for the full HTW audience. This is the social anchor of the week — accessible, fun, and designed to bring together the breadth of HTW's community. This replaces what was historically called the Afterparty.

Keynotes and Talks — HTW occasionally produces standalone keynotes or talks with notable speakers. These are evaluated case by case and require Michael's direct involvement on speaker selection and format.

Our goal each year is to produce at least 2–3 HTW events. HTW follows the same process as all event hosts — we dogfood the Event Host FAQ & Guide, Event Planning Template, and Event Marketing Template and submit our own events through the standard submission workflow.

Planning Principles

We dogfood our own tools. HTW events go through the same submission and approval process as all other events. Submit via hawaiitechweek.com/host-event, review in the submissions dashboard, and add to Luma. If something in the process is broken or unclear, fix it — we will catch it here first.

Plan early, adjust late. Venue, date, and event format should be locked by Q2. Speaker confirmations, run of show, and logistics are refined through Q3. Do not let HTW events become a scramble.

Anchor events must be excellent. These are the most visible things HTW does. Quality matters above all else — attendance, venue, speakers, production, and experience.

Step-by-Step: Planning an HTW Event

1. Define the Event

Before anything else, align with Michael on:

  • Event type (Summit, Mixer, keynote, or other)
  • Target audience and approximate size
  • Goals — what does a successful event look like?
  • Date and timing within the week
  • Budget range

Document these decisions in Google Drive (Events folder) before moving to logistics.

2. Venue

Venue is the most time-sensitive element — secure it first.

  • Review past venues in Google Drive for references and contacts
  • Identify 2–3 venue candidates and get proposals
  • Consider: capacity, location, A/V, catering options, parking, and cost
  • Executive Summit: private, polished, and intimate
  • Official Mixer: high-energy, accessible, and memorable
  • Confirm venue with a signed agreement before promoting the event publicly
  • All venue decisions require Michael's sign-off

3. Submit the Event

Once the event basics are confirmed, submit via hawaiitechweek.com/host-event as any other host would. This ensures it appears correctly in the system and on the calendar.

  • Fill in all fields accurately
  • Add the Luma event URL once created; add HTW as co-host on Luma
  • Mark as featured in the submissions dashboard after approval

4. Speakers and Program

  • Executive Summit: work with Michael on speaker and attendee selection; invitations come from Michael directly
  • Keynotes: Michael leads all speaker outreach; coordinate logistics only
  • Official Mixer: programming is light — focus on venue, energy, catering, and check-in experience
  • Collect speaker bios, headshots, and social handles for promotion and credits

Refer to the Event Host FAQ & Guide for the speaker scheduling checklist.

5. Marketing and Promotion

HTW anchor events receive full marketing support. Coordinate with the Content & Social Marketer on:

  • Save the Date (as soon as venue and date are confirmed)
  • Official event announcement (once speakers or format are locked)
  • Pre-event reminder cadence: 2 weeks out, 1 week out, day-of
  • Social media and email coordination
  • Sponsor acknowledgments in all promotional materials

6. Internal Planning Document

Every HTW event must have an internal planning doc in Google Drive. Use the event planning template stored in the Events folder. It should cover:

  • Run of Show — minute-by-minute schedule from doors open to close
  • Venue logistics — address, parking, access, A/V setup
  • Speaker logistics — confirmed speakers, bios, intro notes, A/V needs
  • Check-in plan — who runs check-in, Luma app setup
  • Catering — confirmed vendor, arrival time, quantities
  • Staff roles — who is doing what during the event
  • Contingency notes — what to do if a speaker cancels, a venue issue arises, etc.

7. Staff and Volunteer Briefing

Brief all HTW staff and volunteers at least 48 hours before the event. Share the Run of Show and confirm roles.

Attire:

  • Executive Summit and Opening Ceremony: Aloha wear or business casual — dress like a leader
  • Official Mixer: Aloha wear, smart casual — reflect the energy of the event
  • General rule: always presentable; when in doubt, dress up

Check-In:

  • Download the Luma app before the event: lu.ma
  • At least one staff member dedicated to check-in from doors open
  • Know the guest list and any VIP or special access notes

On-Site:

  • HTW staff are the face of the event — be warm, knowledgeable, and approachable
  • Know the Run of Show so you can answer questions from attendees
  • Arrive 30–45 minutes before doors open for setup and final briefing

8. Post-Event

  • Thank sponsors who contributed to or participated in the event
  • Coordinate post-event content (photos, clips, recap posts) with the Content & Social Marketer
  • Debrief with Michael: what worked, what to improve
  • Update the internal planning doc with notes for next year
  • Ensure all Luma attendee leads are added to the HTW mailing list

Escalating to Michael

Always escalate to Michael for:

  • Venue decisions and contracts
  • Speaker invitations and confirmations
  • Budget approvals or overruns
  • External commitments made on behalf of HTW
  • Anything that could affect the quality or public perception of the event

Last updated Apr 8, 2026