Event Intro
Event Host Getting Started Guide
Welcome to EventIntro. This guide walks you step-by-step from creating your account to following up after your first event. Each step links from the table of contents below.
How do you create your EventIntro account?
To create an EventIntro account, register at the signup link below using your email and a password. After signing in, complete your profile with your organisation details. Your annual subscription unlocks all features immediately — there are no per-event fees and no per-attendee charges to track separately.
- Visit the registration page.
- Enter your email and create a password.
- Complete your profile with your organisation details.
- You're ready to create your first community.
How do you set up your community (cohort)?
Click "Create New Community" from your dashboard, give it a name and description, optionally upload a banner image, and review the fixed five-question onboarding survey that members will complete on join. The cohort is the persistent home for your members; events live inside it. Think of the cohort as a year-round hub, not a one-off event container.
- Click "Create New Community" from your dashboard.
- Give your community a name and description.
- Upload a banner image to personalise the experience.
- Review the fixed five-question onboarding survey (see why the questions are fixed).
Pro tip: Think of your community as a hub where members can connect year-round, not just during events.
How do you invite community members?
From your community dashboard, click "Invite Members" to generate a unique invitation link. Share that link via email, Slack, or any other channel. As members join, they complete a five-question survey; an LLM expands their answers and the matching pipeline starts indexing them automatically.
- Navigate to your community dashboard.
- Click "Invite Members" to get your unique invitation link.
- Share the link via email, Slack, or any communication channel.
- Members complete a five-question survey when they join.
- The AI processes responses to create enhanced profiles.
How do you create your first event?
From your community page, click "Create Event", set the name/date/time, choose in-person, virtual, or hybrid, select which community members to invite, and configure breakout sizes. The platform takes care of generating matches; you only need to choose the event format and the people involved.
- From your community page, click "Create Event".
- Set the event name, date, and time.
- Choose between in-person, virtual, or hybrid format.
- Select which community members to invite.
- Configure table sizes or breakout-group preferences.
How does the AI generate matches?
EventIntro processes each member's survey through an LLM that expands the answers into a richer profile and extracts seek/offer keyword pairs. Those pairs are converted to vector embeddings and indexed. When you create an event, the platform queries the index for each attendee's complementary fits and assembles breakout groups balanced for diversity, not just topical similarity.
- Identifies complementary skills and interests from each profile.
- Generates a personalised introduction for each match.
- Suggests conversation topics based on shared goals.
- Assigns table groups or breakout rooms automatically.
How do you manage the event in real-time?
During the event, the host dashboard shows attendance, breakout activity, and engagement signals. You can reassign groups based on energy levels, send notifications to specific tables or individuals, and monitor chat activity. The platform absorbs the live-event facilitation work that would otherwise demand a dedicated co-host.
- View real-time attendance and engagement metrics.
- Reassign groups based on energy levels or "vibe".
- Send notifications to specific tables or individuals.
- Monitor chat activity and conversation quality.
How do you follow up and measure success?
After the event, export attendee data and connection reports, review engagement analytics, send automated follow-up surveys, and track which conversations continued post-event. Follow-up event attendance — whether members come back next time — is the most useful retention signal we surface today.
- Export attendee data and connection reports.
- Review engagement analytics and feedback.
- Send automated follow-up surveys.
- Track which connections continued post-event.
What are the best practices for event success?
The biggest leverage is on profile-completion: members who fill out the survey thoughtfully get matched well; members who skim it get bland matches. Send invitations 1–2 weeks ahead, review the AI-generated matches a day before so you're not surprised, and use the vibe-check feature during the event to regroup if energy drops.
Before your event
- Give members time to join: Send invitations at least 1–2 weeks before your event.
- Encourage profile completion: The more information members provide, the better the matches.
- Review matches early: Check the AI-generated matches a day before to familiarise yourself.
- Prepare icebreakers: Use the suggested conversation starters or create your own.
During your event
- Start with introductions: Give matched pairs 5–10 minutes for initial conversations.
- Monitor energy levels: Use the vibe-check feature to regroup if needed.
- Encourage app usage: Remind attendees to use the chat feature for deeper connections.
- Be flexible: Don't hesitate to adjust groups based on real-time dynamics.
After your event
- Send thank-you messages: Use the template or create your own.
- Share connection details: Export match data so attendees can follow up.
- Gather feedback: Use insights to improve your next event.
- Plan your next gathering: Regular events build stronger communities.
What advanced features should you know about?
Beyond the defaults, you can integrate with Zoom for automatic breakout assignments, connect to Slack for notifications, and track community growth trends in the analytics dashboard. The survey questions themselves are fixed across every cohort by design; what's host-configurable is everything around them — invitation emails, breakout sizes, matching priorities, dynamic-regrouping settings.
About the survey questions
The five questions are fixed and not host-customisable. Match quality depends on signal consistency — the LLM enrichment, seek/offer keyword extraction, and embedding-space layout are all tuned for the canonical question set. Custom questions would degrade match quality, especially across cohorts where members carry their profile between groups. See the FAQ for the longer answer.
Integration options
EventIntro works alongside your existing tools:
- Zoom: Automatic breakout-room assignments.
- Slack: Event notifications and reminders.
- Calendar apps: Automated scheduling and invites.
- CRM systems: Export connection data for follow-up.
Analytics dashboard
Track your event success with detailed metrics:
- Connection acceptance rates
- Average conversation duration
- Post-event engagement levels
- Member satisfaction scores
- Community growth trends
Frequently asked host questions
The most common host questions are about event size (best for 10–100), virtual support (yes — Zoom/Meet/Teams), how far ahead to set up an event (at least a week to give members profile time), and how many events you can run (unlimited under the annual subscription). Detailed answers below.
How many events can I run?
Your annual subscription includes unlimited events for your community.
What's the ideal event size?
EventIntro works best with 10–100 attendees. The sweet spot for meaningful connections is 20–50 people.
Can I use EventIntro for virtual events?
Yes. The platform supports in-person, virtual, and hybrid events; it integrates with major video-conferencing platforms.
How long before an event should I set it up?
Create the event at least one week in advance so members have time to join and complete their profiles.
Need more help?
- 1:1 onboarding: Schedule a personalised walkthrough with our team.
- Video tutorials: Browse the how-to library.
- Email support: hello@eventintro.com.
Ready to run your first event? Go to your dashboard and create your first community.