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Alternatively, you can utilise the marketplace if your coffee provider is set up as a vendor.
Campaign Delivery
Source and arrange supplier to provide coffee for event based on your footfall numbers and budget. Consider how members will redeem their coffee:
Option 1
Users RSVP and Check-In to receive a physical coffee voucher that they can redeem at a nearby or onsite cafe, or they RSVP and check-in and redeem the coffee there and then at a pop-up stand in a communal area.Option 2
If your coffee provider is already set up as a vendor on our Marketplace, users can redeem their free coffee via a discount code in the app.Other items to consider:
Where will you hold the event? (We recommend a busy communal area to encourage occupiers who haven’t seen the platform promotion to take part/drive registrations)
How many coffees will you require?
If using a pop-up cart, how will they access the area with their set up? Will they have access to a power source?
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Create and order signage to promote the event onsite including the date, time and location. This should also include a QR code for the App and the URL to encourage occupiers to RSVP prior to the event. We recommend easel signs and digital signage (if applicable).
If you have chosen Option 1, and users will redeem their coffee with a physical voucher, create and order the allocated number of coffee vouchers or tokens.
If you have chosen Option 2, create a 100% Discount Code for your existing coffee vendor in the Store Manager. You can choose the products that this can be applied to, the number of times it can be redeemed per user and overall, and set an overall spend limit, as well as limit it to be valid on or between your chosen date(s).
Resources:
Click here to use our Canva event signage template
Click here to use our Canva voucher template
Click here for our step-by-step guide on creating Discount Codes.
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If you are using an external provider, make sure to check in with them to ensure the logistics of the event have been confirmed e.g arrival times, parking, insurance documents, setting up the giveaway, confirming what their staff need to be looking for e.g. voucher or online order.
If you have a lot of parties involved it may be useful to put together a run sheet.
Resource:
Click here for our example runsheet.
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On the day of your event, send a Single Post Notification to encourage attendees/remind those who have already RSVP'd to attend.
On the day of the event, if you have chosen Option 2, ensure you Activate the discount code in the Store Manager and ensure you have ticked ‘Promote on the Homepage’.
If you have chosen Option 1, as members arrive to redeem their free coffee, use the Equiem Check-in App to check in attendees as they arrive and register any new users on the day. Once they have checked in or registered, give them their physical coffee voucher to take to the cafe or pop up stall to redeem their free coffee.
If members arrive that haven’t RSVP’d, you can ask them to manually check in using the check in app. If they are not a member, this will give the option to sign up.
Take photos of members with their coffees to share on the platform following the event.
Resources:
Link for Check-in App: https://checkin.getequiem.com/
Click here for our video guide on how to use the Check-in App.
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Locate the post titled ‘Did you pick up a free reusable coffee cup [and/or] coffee?’ and edit as indicated by the square brackets. Add any photos you have from the event to this post.
Publish approximately 1 week after the event and include in your Newsletter.
After the campaign has ended, ensure all content is removed from the Featured Feed.
You can do this by unticking ‘Featured News’ from the post in the Content Management System.
Check your reporting from the event to assess the success:
How many RSVPs?
How many Check-ins?
How many New Users?
Were all the coffees redeemed? How long did it take?
Have you received any feedback from the event?
Would you run this event again? If so, what would you do differently?