KOL Event Checklist for Hong Kong: Inviting Creators to Launches and Openings
Inviting creators to a launch or opening? Start 4 weeks out: set goals, invite, confirm deliverables, run the day, then collect posts and data. Timeline and templates inside.
Inviting KOLs to an event works best when you start 4 weeks ahead: set the goal and shortlist, send invitations 3 weeks out, confirm attendance and deliverables 2 weeks out, and send the event pack a week before. On the day, check who arrives and give creators time to shoot. Afterwards, collect posts within 7 days and data at 30 days. Attending is not the same as posting, so agree deliverables in the invitation.
Updated November 2026 · reviewed every quarter.
Quick answer: the event timeline
| When | What to do |
|---|---|
| 4 weeks before | Set the goal, the number and tier of creators, how you'll pay them, and the budget |
| 3 weeks before | Send invitations with event details, deliverables and the fee |
| 2 weeks before | Confirm the guest list, plus-ones and deliverables; sign contracts where needed |
| 1 week before | Send the event pack: schedule, address, what to shoot, hashtags, disclosure |
| 1 day before | Reconfirm attendance and prepare the check-in list and name badges |
| On the day | Check-in and identity check, product introduction, time set aside for content |
| Within 7 days | Collect post links, check disclosure, complete payment |
| 30 days after | Collect Insights data and compile the report |
For big launches or festive seasons, when creators are busier, start a week or two earlier.
Five decisions before you invite anyone
- The goal: in-the-moment exposure (Stories on the day), considered reviews (posts afterwards), or both?
- The creator mix: for example, 1–2 micro or mid-tier creators to start the conversation, plus 10–20 KOCs for volume.
- How you pay: cash, product, the event experience itself, or a mix. See the table below.
- Deliverables: attending is not a deliverable. Say how many Stories on the day, how many posts afterwards, and by when.
- Capacity and plus-ones: decide whether each creator can bring a photographer or friend, and count them in.
Ways to pay creators for an event
| Payment | Suits | Watch out for |
|---|---|---|
| Experience and product, no cash | Nano creators and KOCs, restaurant soft openings, new stores | Keep deliverables reasonable, usually Stories on the day plus one post |
| Cash appearance fee | Micro creators and above, set deliverables and posting times | Estimate it with the KOL rate estimator |
| Cash plus product | Product launches that need a detailed review | State the product value and count it in the budget |
Invitation template
Hi [creator name],
I'm [your name] from [brand]. We're hosting [event name] on [date, time] at [venue], and we'd love you to join us.
What it is: [one line, e.g. a first look at our new range, a chef's demo]
Fee: [HK$ amount / product worth HK$ amount / the event experience]
We'd love you to share:
- [2–3] Stories on the day, tagging [@brand]
- [1] post or Reel within [7] days
Plus-one: [you're welcome to bring one guest / sorry, no plus-ones]
Please let us know by [date] whether you can make it. Once you confirm, we'll send the event pack.
Thank you!
[Your name] · [brand] · [phone / email]
What goes in the event pack
Send it a week before to every confirmed creator:
- Schedule: arrival time, running order, shooting slot, finish time.
- Address and transport: map link, which entrance, parking.
- Contact: name and phone number of the person hosting creators on the day.
- What to shoot: product names, 1–3 key messages, the best photo spots.
- Handles and hashtags: the brand account, event hashtag and location tag.
- Disclosure: the paid partnership label, or "invited by" / "gifted by @brand".
- Embargo: if launch news is under embargo, the time after which creators may post.
On-the-day checklist
- A check-in desk with the guest list, name badges and someone checking identities
- A welcome that walks creators through the running order and key product points
- A well-lit photo spot, plus a spot for product close-ups
- Wi-Fi name and password, and somewhere to charge phones
- A small card with the brand handle and event hashtag
- Time set aside for creators to shoot, not just a stage programme
- A photographer whose photos you share with creators afterwards (with usage terms stated)
- A record of who actually attended, for follow-up
After the event
- Within 24 hours: thank creators for coming, send event photos and product details, and remind them of the posting date.
- Within 7 days: collect every post link and check disclosure, tags and hashtags.
- Complete payment: pay once deliverables are in, or confirm products have been sent.
- At 30 days: collect reach, engagement and link clicks, and work out cost per engagement with the engagement rate calculator.
- Keep notes: which creators posted on time with good content, so you invite them first next time.
Event invitations need disclosure too
A creator who is invited to an event or receives products or an experience has a commercial relationship with the brand, and should say so clearly, for example "invited by @brand", "gifted by @brand", or the paid partnership label. If cash is involved, sign a contract; our KOL contract template is a starting point.
Recruiting event creators on Connector Club
- Public campaigns: put the date, venue and deliverables in the requirements, let creators apply, and choose from the applicants.
- Private campaigns: invite only the creators you choose, which suits events with limited places.
- Barter campaigns: offer the experience or a product instead of cash (Premium plan and above).
- Real-name verification: as of August 2026, 4,800+ creators on the platform are real-name verified, so for large offline events you know exactly who is showing up.
- Pay after completion: you're charged only after the creator submits their posts and you click Confirm Completion.
For writing the brief itself, see how to write a KOL brief. Plans are on the pricing page.
FAQ
How far ahead should I invite creators to an event?
Start planning 4 weeks ahead and send invitations 3 weeks out. For big launches or festive seasons, start a week or two earlier.
Do I need to pay creators to attend?
It depends on their tier and the deliverables. Nano creators and KOCs more often accept the experience or products instead of cash; micro creators and above with set deliverables usually expect an appearance fee.
How do I make sure creators post after attending?
Set out the deliverables and posting dates in the invitation, reconfirm before the event, sign a contract when cash is involved, and pay only once the posts are in.
Can creators bring a friend?
That's your call, but say so in the invitation, and count plus-ones against the venue's capacity.
Do posts from an event invitation need disclosure?
Yes. Being invited, or receiving products or an experience, is a commercial relationship. Use "invited by" or "gifted by @brand", or the paid partnership label.
When should I collect results?
Collect post links within 7 days, and reach, engagement and link-click data at 30 days.