Learnings from 2024 Web3 Events: Shaping 2025

As 2024 drew to a close, we reflected on the insights gained from attending some of the most impactful Web3 events around the globe. From local meetups to major conferences, every experience informed how we’ll elevate event production for 2025—and for the amazing clients we have the privilege to serve.

Whether you’re planning your next event or curious about how to maximize community engagement, here’s what we’ve learned from 2024 and how we’re applying it to the year ahead:

📣 Nailing communication: be loud, clear, and everywhere

One of the clearest lessons from 2024 is that communication can make or break an event. Here's how we’ll ensure your attendees never miss a beat:

• Event entry experience matters: The first impression sets the tone. Clear signage, roller banners, and a seamless "entry experience" are essential to guide people to your event. Don’t make attendees guess—show them the way.
• Over communicate online: With hundreds of side events vying for attention, staying visible is critical. From Telegram groups to timely email updates, we’ll ensure your audience knows exactly what to expect. Pro tip: The most crucial updates are sent the day before and three hours prior to the event.
• Share the schedule: Gatekeeping doesn’t work. Be transparent and helpful by sharing your schedule openly.
• Promote your event: Give people a reason to join despite traffic and packed schedules. What’s the hook? Why is your event unmissable? Why should they take the time to participate? Make it clear and compelling.

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🎤 Talks: setting the stage for success

Hosting a panel or talk? Preparation is your best friend.

• Speaker kits: Equip your speakers with clear guidelines, timing, and expectations a week in advance— and a day before the event as a refresher.
• Streamline presentations: Collect all slides in advance and consolidate them into one deck to avoid delays and painful transition times. 
• Tech on point: Timers for panelists, pre-approved screen-sharing permissions, and rock-solid AV are non-negotiable.
  • ‍Flawless AV Setup: Mics, screens, speakers, digital content and all tech components need to work seamlessly. Test your AV setup x3. ‍
  • WiFi everywhere: Make it easy for attendees to stay connected. Whether it’s tweeting, streaming, or just finding the schedule, solid WiFi access is a must.‍
• Stick to In-Person Speakers: Hybrid formats often create more frustration than value. Onsite events thrive on in-person energy.

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🎬 Event Production: go local, think global

When you’re entering a new city, respect its rhythm and culture. From Colorado to Bangkok, 2024 taught us that balancing global vision with local expertise is key.

• Local collaboration: Work with local suppliers, team members, and venues. They know the terrain better than anyone.

• Merch done right: Outsourcing merch locally is often faster, cheaper, and more efficient. It also lets you adapt to last-minute requests and changes.

• Document everything: Use detailed briefs for your event team and suppliers. Avoid the “we said that somewhere” chaos by consolidating key info to avoid information silos. Make documentation your superpower, even in events.

• Scout locations: Invest in proper location scouting to avoid unpleasant surprises. A little groundwork goes a long way to gather global communities.

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🤝 Creating Connections: think beyond the event

• Engage the local community: While attendees may travel halfway across the globe to join Web3 events, integrating local talent, businesses, builders and communities adds richness to the experience. 
• Post Event recap done right: Keep it concise, visual, and shareable. Repost key moments from X, highlight keynotes, and connect attendees (with their permission) for extended networking opportunities.
• Effective Retrospectives: Want to nail your post-event retrospective? Ask us for our go-to framework—we’ve mastered the art.

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🏎️ TL;DR: Work with Cosmik

Planning events isn’t just about logistics—it’s about creating deeply thought through, memorable experiences that resonate with your community. At Cosmik, we co-create bold, innovative events with our clients, bringing a global perspective and local expertise to every project.

Give us the keys to your castle (if you know, you know), and let’s build something extraordinary together. 💜

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