Hosting Events
Create and manage your own events as part of Deep Tech Week.
Who Can Host
Any registered Deep Tech Week user can host an event, provided they have:
- A verified account (completed onboarding)
- An approved organization to host under
- An event that fits the Deep Tech Week community
First time? You'll need to create an organization before you can host an event.
The Event Wizard
The event wizard guides you through creating your event in a few steps. Access it at /host/events/new or via the public submission form at /submit.
Step 1: Select Conference
Choose which conference your event belongs to. This determines:
- The date range your event can be scheduled in
- The timezone (inherited from the conference)
- Which calendar your event appears on
Step 2: Event Details
Provide all the core information about your event:
Required Fields
- Event Name - Clear, descriptive title
- Description - What attendees will experience
- Date & Time - Must be within conference dates
- Venue - Physical location with address
- Host Organization - Who's presenting the event
Optional Fields
- Tagline - Short hook or subtitle
- Activity Types - What kind of event (talk, panel, workshop, etc.)
- Industry Focus - Which deep tech sectors
- Stage Focus - Company stages (pre-seed, seed, etc.)
- Co-host Organizations - Partner organizations
- Co-host Emails - Individual co-hosts by email
- Capacity - Maximum attendees
Approval Settings
- Require Approval - Review registrations before confirming
- Visibility - Public, unlisted, or private
Step 3: Event Artwork
Upload images that represent your event. Good artwork helps your event stand out on the calendar.
Tile Image (Required)
- Size: 800 x 800 pixels (1:1 square)
- Used on the calendar grid
- Should be eye-catching and readable at small sizes
Banner Image (Required)
- Size: 1600 x 900 pixels (16:9 widescreen)
- Used as the hero image on your event page
- Can include more detail than the tile
Poster Art (Optional)
- Size: 600 x 800 pixels (3:4 portrait)
- Used for collectible badges
- Attendees earn this poster when they check in
Tip: If you don't have custom artwork, you can use the conference branding as a fallback.
Step 4: Review & Submit
Preview your event and submit for DTW approval, or save as a draft to finish later.
Event Approval Process
All events go through a brief review by the Deep Tech Week team before being published.
What We Review
- Relevance to deep tech community
- Complete and accurate event details
- Appropriate artwork and branding
- Venue and timing feasibility
- Host organization verification
Timeline
Most events are reviewed within 24-48 hours. During busy periods leading up to a conference, it may take longer.
If Rejected
If your event is rejected, you'll receive feedback explaining why. Common reasons include:
- Missing or incomplete information
- Artwork doesn't meet requirements
- Event not relevant to deep tech themes
- Scheduling conflicts or venue issues
You can revise and resubmit your event after addressing the feedback.
Event Statuses
Your event moves through different statuses as it's created, reviewed, and published.
Draft
Saved but not submitted. Only you can see it. Continue editing anytime.
Submitted / Pending Approval
Awaiting review by the DTW team. You'll be notified of the decision.
Published
Live on the calendar and Luma. Attendees can register.
Rejected
Did not pass review. Check feedback, revise, and resubmit.
Cancelled
Event was cancelled. Registered attendees are notified.
Managing Registrations
Once your event is published, you can manage registrations from your event dashboard.
Viewing Guests
- See all registrations with their status
- View attendee profiles and registration answers
- Export guest list to CSV
- Sync latest data from Luma
Approving/Rejecting (If Approval Required)
If you enabled "Require Approval" for your event:
- New registrations appear with "Pending" status
- Review the attendee's profile and registration answers
- Click "Approve" to confirm or "Decline" to reject
- Approved guests are added to Luma and notified
- You can also waitlist guests if at capacity
Tip: Review registrations regularly to avoid keeping attendees waiting.
Adding Co-hosts
Co-hosts can help manage your event and appear as presenters on the event page.
Co-host Organizations
Add partner organizations that are co-presenting the event. Their logo and name appear on the event page.
Individual Co-hosts
Add individuals by email address. They'll receive host access on Luma and can help manage registrations.
Adding Speakers
Add speakers to showcase who's presenting at your event.
- Go to your event dashboard
- Click "Manage Speakers"
- Search for existing speakers or create new ones
- Assign their role (keynote, panelist, moderator, etc.)
- Arrange the display order
See Speakers for more details.
Luma Sync
Your event is created on Luma when it's approved. The two systems stay in sync automatically.
Sync Status
Synced
DTW and Luma have matching data.
Local Changes
You made changes on DTW that need to sync to Luma.
Luma Changes
Changes were made directly on Luma that need to sync here.
Conflict
Both systems have changes. Manual resolution needed.
What Syncs
- Event details (name, description, time, venue)
- Cover image
- Registrations and guest statuses
- Check-ins
Note: It's best to make changes on DTW rather than directly on Luma to keep things in sync.