The Complete Playbook for local AXEN & NEXA hosts
01 Level Up Overview
Level Up Live is an in-person event designed to bring together loan officers and real estate agents in a shared market to learn, connect and grow. This guide is your master playbook — use it for every event to run a consistent, professional, high-energy mastermind that builds your brand and expands your business.
RSVP-to-Attendance Formula
Always plan using a 50–60% show-up rate of confirmed RSVPs.
100 RSVPs
Plan for 50–60 attendees in food, seating, and materials
80 Food Orders
You'd need ~140–160 RSVPs to hit that number
Every Decision
Use this formula for every logistics decision — never plan to capacity
02 Selecting Your Venue
Venue Criteria Checklist
- Capacity for 75–150 seated guests comfortably
- AV setup: projector or large screen, HDMI, lavalier or handheld mic, speaker system
- Dedicated registration/sign-in area near the entrance
- Catering-friendly: kitchen or staging area for food delivery, tables for buffet lines
- Parking: adequate free or validated parking for all guests
- WiFi available for presenters and sponsor tables
- Separate or adjacent space for happy hour (or nearby restaurant within walking distance)
- Private or semi-private room — no open lobbies or shared ballrooms without partitions
- Natural light preferred — energy in the room matters
- Vendor/sponsor tables along walls or in foyer
Venue Types That Work Well
- Hotel event spaces
- Co-working or business club spaces (modern feel, great photography)
- Title company or lender conference facilities (they often comp the space in exchange for sponsorship)
- Restaurant private dining rooms for smaller markets (built-in happy hour)
- Chamber of commerce or association spaces
03 Vendor Sponsorships & Packages
Sponsorships fund your event, reduce your out-of-pocket and bring credibility. Target local vendors that serve real estate and mortgage clients — title companies, home inspectors, insurance agents, financial advisors, moving companies, photographers, staging companies and more.
Sponsorship Package Tiers
03 How to Pitch Sponsors
How to Pitch Sponsors
Lead with audience value: You'll be presenting to 50–150 active LOs and agents in [Market Name].
Lead time: Reach out 3+ weeks before the event to close sponsors.
Use a sponsorship package: Brand it with Level Up Live logo. Include event date, market, expected attendance and tier breakdown.
mpatio@nexalending.com & eelopez@nexalending.com have sponsorship template
Follow up: Call, don't just email. Most sponsors decide within 48 hours of a personal call.
What Sponsors Commit To
- Promote the event to their full database via email or social (at least 1 blast)
- Show up 30 minutes before event for table setup
- Provide their branded item for attendee folders (Supporting tier and above)
- Tag Level Up Live in all social promotion posts
- Provide a short bio and logo for event materials by deadline (2 weeks before event)
Important
Sponsor MUST pay prior to the event. Have Accounting send invoice here:
04 Event Promotion Strategy
A. Mobilizing Your AXEN Agents & NEXA LOs
Your internal/local team will determine the make or break the event. Make showing up AND inviting others a culture and an expectation.
You want ALL AXEN Agents & NEXA LOs to know the following info:
- Event Details (time, location, speakers, benefits)
- How to RSVP (where to sign up for themselves & others)
- How to Invite Others (Email/Text Scripts, Flyers, Social Posts, etc.)
- Create Google Chat or Text Group: Find your local leaders you can depend on in the local market of the event (3-5 agent/LOs) who will be catalysts in putting on the event.
- [Mass] Email: Send Mass Email to all (bcc) NEXA LOs & AXEN Agents: ASAP, 3 weeks out, 2 weeks out, 1 week out & 3 days before.
- [Mass] Text: Send Mass text (individual not group) to all NEXA LOs & AXEN Agents: ASAP, 3 weeks out, 2 weeks out, 1 week out & 3 days before.
- Internal FB Group: Create the Event in the Internal NEXA / AXEN FB Group as an Event.
- Create FB Group for Event: Create a FB Group, [City] Agents & Lenders Network ASAP and invite ALL NEXA & AXEN to group that live there. Then instruct them to invite any agents & LOs they know to group. Create Event in FB Group. Start dropping updates in the group to create hype as speakers, sponsors are announced.
- Pre-Event Zoom: Host a 30 minute zoom ASAP inviting all NEXA & AXEN in market to share agenda, talking points who to invite, and expectations for day.
04 Event Promotion Strategy
B. Promoting to non-AXEN Agents & non-NEXA LOs
Your internal/local team should be the catalyst for 30-40% of all RSVPs.
- Build a Target List: Goal of 200 agents/LOs in your market for your internal team from the following sources:
- Past Deals: all the co-op agents/LOs you've worked with
- Former Colleagues: any agents/LOs you've worked with prior
- Social Media: any agents/LOs your friends with on socials
- Cell Phone Contacts: any agents/LOs in your contacts
- Invite Your Dream Target List
- Do a combo of outreach: (in this order)
- Email Invite
- Text Invite
- Call Invite
- Invite/Bring a Friend Incentive to all RSVPs
- For all RSVPs, give an incentive to bring agent/LOs (gift card)
- IG & FB Posts
- Video/Reel promoting event can run as boosted/paid post
- LinkedIn Personal Outreach to Target List
- Build list of 100-150 agents/LOs in market on LI. Then send DM inviting to event with registration link
- List Event on Page on Eventbrite / Local Association
- List event on Eventbrite, local Realtor Board, Chamber of Commerce
- Local FB Groups: Post the Event details in all relevant local FB groups in the (ie. Real Estate Agents in [Marketplace], Lenders in [Marketplace], etc.)
04 Event Promotion Strategy
C. Activating Sponsors to Promote
Your Sponsors should be equally contributing in the promotion.
- Send each sponsor a done-for-you email template they can send to their database (personalized to their brand)
- Send each sponsor 2–3 pre-written social posts with the event graphic attached
- Follow up personally with each sponsor 2 weeks out: 'Hey, did you send your email? Let me know if you need the assets again.'
- Tag all sponsors in your event posts — they'll reshare when tagged
05 Speaker Selection & Preparation
Types of Speakers to Book
Market Expert
Local lender, economist, or title rep with data on current market conditions; relevant.
Top Producer
An agent or LO in your market or network closing 50+ deals/year.
Corporate
A NEXA or AXEN leader who can speak to the business model, comp structure or growth story.
Specialty Speaker
Social media coach, business coach, CRM expert, or mindset speaker — adds variety.
Sponsor Speaker
Give Title or Presenting sponsors a 5–10 minute slot — they paid for it.
Speaker Criteria
- Speaks clearly and confidently without reading from notes
- Has a relevant and compelling story or data to share
- Will promote their appearance to their own network (adds RSVPs)
- Available for the full event, not just their slot
- Sends slide deck or talking points 7 days before the event
Speaker Prep Checklist
- Confirm speaker 3+ weeks out with a formal email including date, time, topic & length
- Send speaker: who attends, what they care about, what action you want them to take
- Request bio & headshot 2 weeks out
- Day-of: Speaker arrives 30 minutes early for sound check and slide test
- Brief each speaker on the 'hard stop' time — they must end on time
Speaker Invite Script: 'Hi [Name], I'm hosting Level Up Live in [Market] on [Date] — a monthly event bringing together the top LOs and agents in-person. I'd love to have you speak on [Topic]. We handle all logistics, and your bio will go out to our full event list. Are you available?'
06 Event Agenda Template
Use this as your baseline and adjust based on number of speakers and sponsors. Always build in buffer time.
07 Food & Beverage Coordination
Morning Coffee & Water Setup
- Order coffee service for 80% of expected attendance (many will have had coffee already)
- Drip coffee + one decaf option minimum
- Hot water + tea bags for non-coffee drinkers (not required)
- Water pitchers or bottled water on every table
- Cups, napkins, stir sticks, cream, sugar all set before doors open
- Coffee station near registration — first impression as they walk in
- Designate one person to monitor and refill coffee and water throughout the morning
Lunch Coordination
Use the 50–60% RSVP show-up formula. Order for actual expected attendance, not RSVP count.
- Example: 120 RSVPs = order lunch for 65–70 people
- Always order 10% overage above your attendance estimate
- Have at least 2 separate food lines to prevent bottlenecking
- Buffet format is best for 40+ guests — plated service is too slow and too expensive
- Include vegetarian/vegan option clearly labeled
- Have plates, napkins, utensils at the END of the food line, not the beginning
- Designate a team member to direct traffic: 'Line 1 starts here, Line 2 starts here'
07 Food & Beverage Coordination
Lunch Food Options by Market Style
Professional Markets
Boxed lunches or upscale buffet — sandwiches/wraps
Casual Markets
Taco bar, pizza stations, or build-your-own bowls — interactive and fun
Upscale/Luxury Markets
Catered hot buffet from a local restaurant
Catering Timeline
ASAP: Research and shortlist 3 local caterers or restaurants
6 weeks out: Get quotes, confirm menus, check dietary accommodation policies
4 weeks out: Book caterer, confirm delivery window (30 minutes before lunch starts)
1 week out: Confirm headcount estimate and any dietary notes
Day before: Confirm arrival time, setup needs and point of contact
Day of: Caterer arrives 45 minutes before lunch — set up both lines before move to lunch
08 Happy Hour Coordination
Happy hour is where the real deals get made. Keep it casual, keep it close, and make sure people know it's happening before they RSVP — it extends the day and deepens relationships.
Option A: Happy Hour at the Venue
- Confirm with venue that bar or beverage service is available post-event
- Negotiate a drink minimum vs. open bar — sponsor this with F&B sponsor budget
- Set up a designated happy hour area separate from event room
- Announce happy hour at the start of the event AND during closing — never assume they know
- Have a sponsor host the first round — great ROI for a sponsor
- Set a clear end time: 1 hour is ideal.
Option B: Nearby Restaurant or Bar
- Scout location 4 weeks out: walking distance or 5-minute drive max
- Call ahead and reserve a section or private area for your group
- Negotiate a group tab or spend: not open bar unless sponsored
- Send the restaurant details in the day-of reminder text/email
- Post the happy hour location on a slide during closing announcement
- Have 1–2 team members walk over first to hold the space before the group arrives
09 Setup & Day-of Execution
Registration / Sign-in Table Setup
- Branded Level Up Live table cover on the sign-in table — no bare folding tables
- Print 3-5 large QR code for digital sign-in
- Also have a printed sign-in sheet as backup — technology fails
- Set up 2 sign-in stations side by side to avoid a single-line bottleneck
- Stack of pre-printed name badges or name tents at the table
- Attendee folders or packets ready to hand to each guest as they sign in
- Greeter stationed at the door to direct guests to the sign-in table
Attendee Folder Contents
- Event agenda (full day at a glance)
- Speaker bios one-pager
- Sponsor directory with logos & contact info
- AXEN Realty + NEXA Lending one-pager (brief, not a sales brochure — value focused)
- 30-day challenge card (fill in your commitment for the month)
- QR code card linking to event photos, recording and next event registration
- Notepad or branded writing pad
Room Setup Checklist
- Chairs set before doors open — rounds preferred over theatre seating for networking
- Sponsor tables along walls or in entry — set up before guest arrival
- AV tested: slides advance, mic works, volume checked at back of room
- Projector or screen visible from all seats — adjust angle if needed
- House music playing when doors open (background only — 30–40% volume)
- Signage: directional signs from parking to entrance, Level Up Live banner at front of room
- Water on every table before anyone arrives
- Sponsor banners placed behind the stage/presentation area
09 Setup & Day-of Execution
Team Roles (Assign Before Event Day)
Host/Emcee
Runs the program, intros speakers, keeps on time
Door Greeter
Welcomes guests, directs to reg table
Registration Manager
Runs sign-in table, hands out folders, manages the QR check-in process
AV/Tech Lead
Manages slides, mic, music, troubleshoots issues.
Sponsor Liaison
Greets sponsors, ensures tables are set, coordinates their slots
Food/ Beverage
Coordinates coffee replenishment, manages caterer arrival, directs lunch lines
Social Media
Takes photos and video throughout, posts 2–3 stories live during event
10 Master Planning Timeline —
>3 Weeks Out
ASAP
- Set event date and lock venue
- Define sponsorship tiers and create sponsor one-pager
- Begin speaker outreach
- Start building target invite list (non-AXEN agents, non-NEXA LOs)
4 Weeks Before
- Confirm venue contract
- Close first 2–3 sponsors
- Send first email blast to external invite list
- Announce event on social media (Instagram, LinkedIn, Facebook)
- Open RSVP registration page
- Brief your AXEN/NEXA team on event expectations
3 Weeks Before
- Confirm all speakers with formal email
- Collect speaker bios and headshots
- Close remaining sponsorships — all tiers filled
- Send sponsor promo assets (email template + social graphics)
- Send second email blast: social proof + speaker lineup
- Follow up with all sponsors to confirm their database email is scheduled
- Book caterer — confirm headcount formula and menu
- Scout or confirm happy hour location
- Order branded materials: table cover, folders, pens, name badges, QR code prints
10 Master Planning Timeline —
<3 Weeks Out
2 Weeks Before
- Send urgency email blast: 'Only X seats left'
- Internal team reminder — who they're bringing, expectations
- Confirm all sponsor logos for event materials
- Finalize agenda and send to all speakers
- Print event materials: sign-in sheets, agendas, sponsor directory, sponsor pages, folder contents
1 Week Before
- Tech rehearsal with speakers — slide test and run-through
- Confirm caterer headcount and arrival window
- Happy hour venue confirmed and communicated to team
- Send day-before reminder text to all RSVPs
- Assemble attendee folders
- Pack the event box: QR code prints, extra pens, name badge holders, tape, extension cord, HDMI adapter, printed sign-in sheets, phone charger
Day Before
- Send reminder email AND text to all RSVPs with logistics (parking, time, what to bring)
- Confirm speakers are arriving 30 minutes early
- Confirm all team member roles are clear
- Confirm happy hour location and communicate to attendees
- Charge all devices: laptop, phone, mic if wireless
10 Master Planning Timeline —
Day of Event & Post-Event
Day of Event
- Arrive 90 minutes before event start
- Set up registration table with branded cover, QR code, printed sign-in, folders
- AV and mic tested — slides loaded and advanced to title slide
- Coffee station set and ready before doors open
- Sponsor tables set — sponsors arrive 30 minutes early
- House music on before first guest arrives
- Team briefed and at their posts 15 minutes before doors open
- Greeter at the door from the moment doors open
Post-Event (Within 48 Hours)
- Send thank-you email to all attendees with recap and next event date
- Post event photos and recap to Instagram, LinkedIn, and Facebook
- Send personal thank-you to each speaker
- Send sponsor recap: attendance count, photos of their table/branding, social post links
- Invoice any outstanding sponsor payments
- Survey attendees: one-question Google Form — 'What topic do you want next month?'
- Update your RSVP-to-attendance tracking for future planning
Final Word
The best events feel effortless to attendees because the host prepared obsessively.
Your job is to make the attendees feel like the most important people in the room — because to your business, they are. Run this checklist every time and Level Up Live becomes the event everyone in your market wants to be at.
Your Brand
Every detail tells attendees whether they can trust you to run a great business.
Your Formula
50–60% RSVP show-up rate. Plan every logistics decision around it.
Your Playbook
Run this checklist every single event. Consistency builds the event everyone wants to attend.
Event Host Guide & Checklist