This document contains the official procedures and guidelines for the Event Suite platform.
Once you complete the form to create an event on the platform, your event status will change to one of the following:
Pending: You completed the form on the platform and included the link to the brief. The Project Manager assigned to the project will review the information before proceeding with event production.
In Progress: We contacted vendors to begin event production; we will contact you to discuss progress, budgets, and proposals.
Completed: The event has ended. It's time to send thank-you messages and upload your leads to the platform.
Yes, as long as the status is "In Progress". Please notify the Project Manager of any adjustments so they can make the necessary changes to materials and quotes. Keep in mind that you won't be able to change the event name after the initial email has been sent, and that adding new information or changing dates may affect delivery times or budgets. If you want to change your event date, check the shared calendar first to ensure that no event with the same theme is already scheduled for the new date.
You can view team schedules via the Calendar link in the top navigation bar. This shared calendar includes all events currently in production, along with their specific dates and practice area. You can also use filters to determine the best time for your event. Dates reserved for events not yet in production are highlighted in gray.
The calendar uses colors to represent the geographic region of the event:
Yellow: MCO
Green: Brazil
Blue: Mexico
Red: Cross-Latam
The templates available on the platform for your events are:
AI
AI + Gemini Enterprise
Data Cloud
Infrastructure
Security
Google workspace/AWT
The platform offers three types of events based on audience type:
Visionaries Exchange
Audience: Executives
Format: In person
Description: Exclusive dinners or lunches, leveraging an intimate setting to foster strategic collaboration. These events provide a sophisticated experience focused on uncovering critical market insights
Solution Series
Audience: Decision makers
Format: In person
Description: Held at budget-friendly yet professional venues that maintain a "Googly" spirit. The focus is on deep-dive sessions and strategic networking, ensuring attendees gain valuable, actionable insights.
Audience: Practitioners
Format: Online or in person
Description: These sessions are designed for hands-on learning. By leveraging the digital realm or focused in-person environments, they provide engaging, technical training for practitioners.
The platform provides a comprehensive suite of assets to promote your event:
Landing page: A dedicated site featuring all event details and a built-in registration form for your guests.
Promotional emails: Professionally designed templates for invitations, reminders, and thank-you follow-ups.
Automated RSVP emails: An optional feature to manage attendee approvals automatically.
Smartrix: Templates for sending emails
All materials are delivered directly through the Event Suite platform. Keep an eye for the notification sent by the Event Suite platform that you will receive every time there is something new for you to review.
First step: We'll send you a document with all the copies of the invitation assets for approval. You will be able to leave comments directly in the docs before final assets are ready. Make sure you leave all your comments in one go to avoid delays.
Second step: Once the materials are approved, we'll create the HTMLs and final creatives.
Third step: we'll share Smartrix templates for invitations with the emails already populated. We recommend testing them to ensure the emails are sent correctly.
Forth Step: some emails will be automated and sent out directly to those who registered for the event:
Pending approval - will trigger once the person registers
Confirmation - will trigger once Googlers approve registration
Rejection - will trigger once Googler reject registration
In person: 4 weeks prior*
Online: 3 weeks prior
*Note: Early notice for in-person events is crucial for guests who must arrange travel, transportation, and lodging.
When planning your capacity and catering, keep in mind that not all registrants will attend. On average, we see a 30 -40% no-show rate across the platform. For example, if 60 people registered for your event, around 36 - 42 may attend. We recommend taking this number into account when sending out your invitations and inviting more people than you originally planned.
Access our resource deck to see a pre-selection of venues, swags, and experiences categorized by country, including approximate prices.
Yes. Please note that we'll need an extra 15 to 20 days to provide you with a quote.
All communications will be centralized within the platform. To ensure your project stays on track, the platform will send notifications to your email address so you don’t miss any messages. To maintain your scheduled dates and current quotes, we ask for a response within 48 business hours. Timely feedback helps us prevent delivery delays.
Absolutely! We are happy to help you brainstorm. You can contact our team to guide you through the creative process via:
Chat: Message us directly through the platform’s chat feature.
Email: Reach out to eventsuiteadmin@the-8agency.com.
Meeting: Schedule a consultation through our Office hours.
Yes, you can use the chat feature within your event to ask questions at any time. You can also email eventsuiteadmin@the-8agency.com
The GTM team and Marketing have full access to create and request marketing support for new events. FSRs, Sales Specialists, PDMs, and CEs can view resources and the calendar, but they must connect with a GTM practice or growth lead to request a new event to ensure governance and avoid overlaps.
No, Partners cannot access the Event Suite Platform directly as it is an internal tool. However, PDMs can connect with the GTM team to align on event prioritization and request their support to organize an event.
Navigate to the Calendar link in the top navigation bar. This shared calendar includes all events currently in production, along with their specific dates and practice area. Review existing entries to proactively identify overlaps and select the best possible dates.
The calendar uses colors to represent the geographic region of the event: Yellow: MCO, Green: Brazil, Blue: Mexico, Red: Cross-Latam. Gray dates represent reserved time slots for events not yet in production.
Yes. The calendar features intuitive filters such as Event Practice (e.g., Data Cloud), Region (e.g., Brazil), Modality, Industry, Segment, and Lead By. These allow users to drill down into the data and optimize event strategies.
1. Complete the mandatory Event Suite Form. 2. Acknowledge the Pre-Form & Planning Commitment (SLA). 3. Create and upload the official mandatory Event Brief. Production will only begin once these inputs are reviewed.
The platform defaults to a minimum 6-week lead time from the date of creation. This ensures enough time for quoting, asset creation, and a minimum 4-week invitation window. Any date sooner must be pre-approved by the assigned PM.
Once you submit the form, the agency reviews your brief and contacts you within 48 business hours. You will receive two mandatory invites: one to review your briefing and another to review final quotations and vendor proposals.
Go to the Resources > Briefing section. Click the link to the official template, create a personal copy in your Google Drive (do not work on the original), fill in your event details, and grant edit access to the Project Manager.
Navigate to the Resources > Catalog section. There you can browse a deck featuring a curated selection of options categorized by country and price range. Note that all values provided are estimates based on availability.
1. Visionaries Exchange: For Executives ( dinners/lunches). 2. Solution Series: For Decision Makers (budget-friendly venues). 3. Expert Session: For Practitioners (technical training, online or in-person).
Yes. The platform offers communication kits with pre-defined visual identities for several practices including AI, AI + Gemini Enterprise, Data Cloud, Infrastructure, Security, and Google Workspace/AWT.
Yes. However, please note that the agency will require an additional 15 to 20 days to source and provide you with a custom quote for unlisted venues or swag items.
This means your brief is complete and we have contacted vendors to begin event production. We will contact you via the platform chat to discuss progress, budgets, and specific proposals.
Navigate to the GTM Events section and click on your event. You will see an overview of specific deliverable statuses: Pending (reviewing inputs), In Quote (pricing), In Review (sent for your feedback), Approved (ready for production), and Finalizado (complete).
All final materials are delivered directly through the Event Suite platform. You will receive a notification every time something new is ready for you to review or download in the event details.
You must share a PO number prior to confirming venue booking or starting swag production. Failure to provide a PO impacts your timeline as the agency cannot commit to vendors without it.
The team expects a 48 business hours turnaround time for your responses. Delays in feedback or approvals can negatively impact your event timeline, quotes, and final costs.
The platform provides Smartrix templates with pre-populated HTML codes for your invitations. You only need to upload your contact list to the Smartrix sheet and send. We recommend sending a test email first.
The platform automatically generates RSVP-triggered status emails (Pending, Approved, Rejected) based on your guest management. It also automatically sends Reminder emails one week and one day before the event.
You must manually send a calendar holder immediately after approving a guest. This is a proven best practice that ensures the event is visible in the guest’s personal schedule and significantly increases attendance.
On average, there is a 30-40% no-show rate across the platform. For example, if 60 people register, plan for approximately 36-42 to attend. We recommend inviting more people than your originally planned capacity.
No. While the platform provides the templates in Smartrix, the GTM team is responsible for manually triggering the send-out after the event once the final attendee list is categorized into participants and no-shows.
Share the link to your official attendee sheet and grant edit access to the specific user provided by the the8a team. They will then handle the official lead upload into Vector for you.