Technical Setup & Infrastructure Guide
The Boring Technology That Makes It Work
Architects: Winston (Operational Architecture) + Amelia (Technical Stack) Philosophy: Simple tools. Boring technology. Don't over-engineer.
Technical Stack
Registration & RSVPs
Tool: Eventbrite (Free tier) Why: Mobile-friendly, automated confirmations, attendance tracking Alternative: Google Forms → Zapier → Google Sheets (if zero budget)
Setup Time: 1 hour Cost: $0 (free tier sufficient for this scale)
Contact Management & Tracking
Tool: Google Sheets (Master Tracker) Why: Collaborative, real-time, accessible, everyone knows how to use it Alternative: Airtable (more features but learning curve)
Setup Time: 2 hours (build template) Cost: $0
Communication - SMS/Voice
Option A: Twilio (Automated SMS)
- Pros: Scalable, automated, reliable
- Cons: Costs money, requires setup
- Cost: ~$20/month for campaign volume
- Setup Time: 3-4 hours
Option B: WhatsApp (Manual)
- Pros: Free, personal, most people have it
- Cons: Doesn't scale beyond ~50 people, manual labor
- Cost: $0
- Setup Time: 15 minutes
Amelia's Recommendation: - Week 1-2: Use WhatsApp (test the flow, low volume) - Week 3+: Implement Twilio if volume >50 people - Decision criteria: If you have >30 new contacts/week, automate
Email Communication
Tool: Gmail + Mail Merge (or Mailchimp free tier) Why: Simple, trackable, familiar Alternative: Mailchimp (up to 500 contacts free)
Setup Time: 1 hour Cost: $0
Volunteer Coordination
Tool: WhatsApp Groups Groups Needed: 1. "Session Leaders" (5 people) 2. "Community Connectors" (5 people) 3. "Digital Ambassadors" (20 people) 4. "All Volunteers" (30 people - for announcements)
Setup Time: 30 minutes Cost: $0
Calendar Management
Tool: Google Calendar (Shared) Purpose: All meditation sessions, intro talks, volunteer assignments visible
Setup Time: 30 minutes Cost: $0
Collateral Design
Tool: Canva (Free tier) What to create: - Beautiful one-pager for retention flow - Property manager PDF - Co-branded flyers - Social media posts - Email templates
Setup Time: 4-6 hours total Cost: $0 (free tier) or $13/month (Pro - worth it for templates)
Sprint 0 Technical Setup Checklist
Friday Nov 22 (4 hours of work)
Hour 1: Registration System
- [ ] Create Eventbrite account (or use existing)
- [ ] Set up first event: "Community Meditation - Nov 27"
- [ ] Test registration flow on mobile
- [ ] Get QR code for beautiful one-pager
- [ ] Create recurring events through Dec 21
Hour 2: Master Tracker Google Sheet
- [ ] Copy template (link below)
- [ ] Set up 5 tabs (Session Attendance, Participant Tracking, Communication Log, Strategy Performance, Dashboard)
- [ ] Share with all volunteer coordinators (edit access)
- [ ] Test adding sample data
Hour 3: Communication Setup
- [ ] Create volunteer WhatsApp groups (4 groups)
- [ ] Add volunteer phone numbers to groups
- [ ] Pin group guidelines to each chat
- [ ] Test sending message to each group
Hour 4: Email & Calendar
- [ ] Set up shared Google Calendar "AOL DC Campaign"
- [ ] Add all meditation sessions through Dec 21
- [ ] Add intro talks (Dec 7, 14)
- [ ] Add volunteer training (Nov 23)
- [ ] Share calendar with all volunteers
- [ ] Draft email templates in Gmail (use file 04)
Saturday Nov 23 (3 hours)
Canva Design Work: - [ ] Beautiful one-pager for retention flow (see file 03) - Use QR code from Eventbrite - Print 100 copies at FedEx/Staples on cardstock - [ ] Property manager PDF (see file 04) - [ ] Email header template - [ ] Social media post templates for Ambassadors
Sunday Nov 24 (Optional: 2 hours)
Twilio Setup (only if you want automated SMS): - [ ] Create Twilio account - [ ] Buy phone number ($1/month) - [ ] Set up automated flows for: - Hour-12 morning SMS - Day-6 calendar reminder - Day-7 final nudge - [ ] Test with your own phone number
OR
WhatsApp Template Prep (if staying manual): - [ ] Write out all SMS templates in Notes app - [ ] Create shortcuts for copy-paste - [ ] Assign Community Connectors to groups of 10 people
Master Tracker Template
Tab 1: Session Attendance
| Date | Day | Location | Attendees | New | Returning | Contacts Captured | Capture % | Notes |
|---|---|---|---|---|---|---|---|---|
| 11/27/24 | Wed | Building A | ||||||
| 11/30/24 | Sat | AOL Center | ||||||
| 12/4/24 | Wed | Building A | ||||||
| WEEKLY TOTALS |
Formulas: - Capture % = (Contacts Captured / Attendees) * 100 - Retention % = (Returning / Previous Week Attendees) * 100
Tab 2: Participant Tracking
| ID | Name | Phone | First Session | Source | Sessions Attended | Buddy Assigned | Intro Talk RSVP | Course Registered | Notes | |
|---|---|---|---|---|---|---|---|---|---|---|
| 001 | Ambassador / Building / Yoga / Other |
Color Coding: - Green row: Registered for course ✅ - Yellow row: Attended 3+ sessions (warm lead) - Red row: Attended once, never returned (dormant)
Tab 3: Communication Log
| Name | Session Date | Voice Note Sent (Y/N) | Time | SMS Sent (Y/N) | Time | Email Sent (Y/N) | Time | Response? | Week 2 Attended? |
|---|---|---|---|---|---|---|---|---|---|
Purpose: Track retention flow execution. Find gaps.
Tab 4: Strategy Performance
| Strategy | Contacts Generated | Sessions Attended | Intro Talk Attendees | Course Registrations | Cost | ROI | Notes |
|---|---|---|---|---|---|---|---|
| Graduate Ambassadors | $150 | ||||||
| Residential Buildings | $250 | ||||||
| Yoga Studios | $300 | ||||||
| Digital Ads | $700 | ||||||
| TOTAL |
ROI Calculation: (Course Registrations × Average Course Fee) / Cost
Tab 5: Weekly Dashboard
| Week | Dates | Total Attendance | New Contacts | Retention % | Intro Signups | Course Regs | Target | Status |
|---|---|---|---|---|---|---|---|---|
| 1 | 11/27-12/3 | N/A | 15+ | |||||
| 2 | 12/4-12/10 | 60% | 60% | |||||
| 3 | 12/11-12/17 | 75% | 75% | |||||
| 4 | 12/18-12/21 | 75% | WMD! | |||||
| 5 | 12/22-1/10 | 25+ | CONVERT |
Status Indicators: - ✅ Green: On track - ⚠️ Yellow: Needs attention - 🔴 Red: Critical issue
Operational Architecture - Volunteer Capacity Model
Week-by-Week Scaling
Week 1 (Nov 20-26): Foundation
- Volunteers: 10 in-person trained
- Locations: 0 (training week)
- Capacity: Ready to launch
Week 2 (Nov 27-Dec 3): Pilot
- Volunteers: 10 active, 5 on backup
- Locations: 2 meditation sites
- Capacity: 40 people max (20 per site)
- Constraint: Each Community Connector handles max 10 people for retention flow
Week 3 (Dec 4-10): Scale
- Volunteers: 15 active (bring in backup team)
- Locations: 4-5 sites
- Capacity: 80 people max
- Constraint: Volunteer burnout risk - monitor
Week 4 (Dec 11-17): Peak
- Volunteers: 20 active (all hands)
- Locations: 6-8 sites
- Capacity: 120 people max
- Constraint: Coordination complexity
Week 5 (Dec 18-21): WMD Convergence
- Volunteers: 25 (everyone including Ambassadors)
- Locations: Consolidate to 2-3 main hubs
- Capacity: 200+ (big event feel)
- Goal: Maximum attendance, not max locations
Scalability Limits & Solutions
Constraint 1: Community Connectors
Limit: Each can handle 10 people max for retention flow Math: 5 Community Connectors = 50 people/week max
If you exceed 50 new contacts/week: - Option A: Recruit 5 more Community Connectors - Option B: Automate with Twilio (recommended) - Option C: Reduce to email-only retention (less effective)
Constraint 2: Session Leaders
Limit: 5 trained leaders Math: 1 leader per session = 5 concurrent sessions max
If you exceed 5 locations: - Option A: Train 3 more leaders (from Ambassador pool) - Option B: Run multiple sessions at same location (morning + evening) - Option C: Consolidate to fewer, fuller sessions (recommended)
Constraint 3: Venue Availability
Limit: Dependent on building community rooms, studio availability
Solutions: - Always have backup venue (Art of Living center at 2401 15th St NW) - Outdoor sessions in good weather (parks, plazas) - Partner with multiple buildings for flexibility
Technology Decision Tree
START: How many new contacts/week are you getting?
├─ <20 people
│ └─ Use WhatsApp manual (free)
│ └─ Community Connectors handle 1-on-1
│
├─ 20-50 people
│ └─ Use WhatsApp + Google Sheets template
│ └─ Community Connectors work from spreadsheet
│
└─ >50 people
└─ Implement Twilio automation ($20/month)
└─ Community Connectors only handle voice notes
Twilio Automation Setup (If Needed)
Step-by-Step
1. Create Account
- Go to twilio.com
- Sign up (credit card required but won't charge unless you use it)
- Get $15 free credit
2. Buy Phone Number
- US number: $1/month
- Choose DC area code (202) for familiarity
3. Set Up Automated Flows
Flow 1: Morning SMS (Hour 12)
- Trigger: 12 hours after session attendance logged in Sheet
- Message: Template from file 03
- Cost: $0.0079 per SMS
Flow 2: Calendar Reminder (Day 6)
- Trigger: 6 days after first session
- Message: Calendar invite + address
- Cost: $0.0079 per SMS
Flow 3: Final Nudge (Day 7, 3hrs before)
- Trigger: 3 hours before next session
- Message: "See you tonight!" reminder
- Cost: $0.0079 per SMS
Total Cost Estimate: - 50 people × 3 messages × $0.008 = $1.20/week - Plus $1/month number rental - Campaign total: ~$25
Integration: Use Zapier to connect Google Sheets → Twilio - When new row added to Participant Tracking tab - Send SMS via Twilio - Zapier free tier: 100 tasks/month (sufficient)
Canva Templates - What to Design
1. Beautiful One-Pager (Retention Flow)
Size: 8.5" × 11" (letter) Elements: - Large headline: "Want to feel this good again?" - QR code (center, large) - Art of Living logo - Session details (day, time, address) - Calming colors (blues, greens)
Export: PDF → print at FedEx on cardstock ($1/page) Quantity: 100 copies for campaign
2. Property Manager PDF
Size: 8.5" × 11" (letter) Elements: - Professional header - "Free Resident Wellness Program" title - Benefits for building (bullet points) - Science credentials (100+ studies) - Contact info - Art of Living branding
Export: PDF → attach to emails Quantity: Digital only (no printing needed)
3. Email Header Template
Size: 600px wide × 200px tall Elements: - Peaceful meditation image - Art of Living logo - Tagline: "Science-Backed Stress Relief for DC"
Use: Top of all campaign emails
4. Social Media Templates (for Ambassadors)
Instagram Post (1080×1080): - Peaceful scene - Text overlay: "I found my calm. Join me?" - Session details - @artofliving tag
Facebook Event Cover (1200×630): - Group meditation image - "Free Community Meditation" - Date, time, location
Instagram Story (1080×1920): - Simple text on background - "Free meditation tonight, 7pm" - Swipe-up link (if available) or "DM me"
Printing & Materials Checklist
Week 1 (Nov 22-26): - [ ] 100 beautiful one-pagers (cardstock, color) - $100 - [ ] 20 property manager PDFs printed (if needed for in-person) - $20 - [ ] Business cards with QR code (optional) - $30
Week 2-3 (Dec 1-10): - [ ] 50 more one-pagers (restock) - $50 - [ ] Flyers for building lobbies (if buildings approved) - $50
Total Printing Budget: ~$250
Backup Plans
If Eventbrite Goes Down
Backup: Google Forms + manual confirmation emails Recovery Time: 15 minutes to switch
If WhatsApp Coordinator Unavailable
Backup: Every Community Connector has a backup assigned Protocol: Backup takes over their 10 people list
If Google Sheets Corrupted
Backup: Auto-backup to Google Drive every night Protocol: "File → Make a copy" daily at end of day
Security & Privacy
Participant Data Protection
- Google Sheet: Share with coordinators only (not volunteers)
- Phone numbers: Never post in public channels
- Emails: BCC all bulk emails (not TO/CC)
- Consent: One-pager includes "By signing up, you agree to receive session updates"
SPAM Compliance
- Every SMS includes: "Reply STOP to unsubscribe"
- Every email includes: Unsubscribe link (Mailchimp has this built-in)
- Honor opt-outs immediately
Training Volunteers on Tools
Session Leaders (5 people)
Training needed: - How to use Eventbrite check-in on mobile - How to add attendance to Google Sheet (live during session) - How to hand out beautiful one-pagers
Training time: 30 minutes
Community Connectors (5 people)
Training needed: - How to send WhatsApp voice notes (see file 03) - How to use Communication Log in Google Sheet - When to send each message (timeline) - How to handle responses
Training time: 45 minutes
Digital Ambassadors (20 people)
Training needed: - How to share social media templates - How to use email templates - How to track referrals in Google Sheet
Training time: 20 minutes
Winston's Operational Mandate
"Don't build what you don't need. Start simple. Scale only when you hit limits.
Your constraints this campaign: - 30 days (not 30 months) - 30 volunteers (not 300) - $1000 budget (not $100K)
Therefore: Boring technology. Manual processes are fine at this scale. Automate only when manual breaks."
Amelia's Technical Checklist
Sprint 0 Must-Haves (before Nov 27): - [ ] Eventbrite events created - [ ] Master Google Sheet template built and shared - [ ] WhatsApp groups created and tested - [ ] Email templates written and ready - [ ] Beautiful one-pagers designed and printed - [ ] QR codes tested on multiple phones
Sprint 1 Nice-to-Haves: - [ ] Twilio setup (if volume >50) - [ ] Canva Pro account (if doing lots of design) - [ ] Backup volunteer assignments documented
Sprint 3+ Stretch Goals: - [ ] Custom domain for email (looks more professional) - [ ] Survey forms for feedback - [ ] Analytics dashboard in Google Sheets
Total Estimated Setup Time: 6-8 hours (can be split across multiple people)
Total Tech Cost: $0-$150 depending on choices - Minimum (all free tools): $0 - Recommended (Twilio + Canva Pro + printing): $150
Final Architecture Principle: If it doesn't help you fill the January course, don't build it. Focus beats features.