Medan Archive Market — Standard Operating Procedures for team delegation
SOP — Vendor & tenant management
Covers everything from first inquiry to day-of booth handover. Owner is the Vendor Coordinator. CEO is only looped in for pricing disputes or VIP vendor decisions.
Publish Google Form / Tally form with: brand name, category, Instagram link, booth size preference, payment proof field. Share link via IG story, WhatsApp broadcast, website.
6 weeks before event
02
Screen & curate applicants
Review submissions daily. Check Instagram quality, product category fit, aesthetic alignment. Accept max 1 per identical niche (e.g. 1 thrift store per 10 booths). Log all in master spreadsheet: Status = Pending / Accepted / Waitlist / Rejected.
5–4 weeks out
03
Send acceptance + invoice
WhatsApp accepted vendors with: confirmation message, booth fee (IDR), payment deadline (7 days), bank transfer details. Use templated message — never improvise pricing. Flag disputes to CEO only.
4 weeks out
04
Confirm payment & assign booth number
After payment proof received, update spreadsheet to "Paid". Assign booth number on floor map (Figma or Google Slides layout). Group by category: vintage, accessories, food, art.
Set up check-in desk at venue entrance. Verify vendor against paid list. Hand over: booth number card, wristband, and printed floor map. Record arrival time. Unresolved issues → escalate to CEO immediately.
Event day
07
Post-event follow-up
Send thank-you WhatsApp within 24 hours. Collect feedback via 5-question Google Form. Add top vendors to "Priority Invite" list for next event. Update master tracker with notes.
Day after
Tools
Google Sheets (master tracker)Tally / Google FormsWhatsApp BusinessFigma (floor map)Canva (vendor brief PDF)
Success metrics
Payment rate
> 90%
No-shows on event day
< 5%
Vendor satisfaction
> 4 / 5
CEO escalations
< 3 per event
SOP — Social media & content
Daily execution guide for the Social Media team member. CEO sets strategy and approves campaign direction. Team executes posting, engagement, and reporting independently.
Owner: Social media staffCycle: Daily + weekly review
Content pillars (always post within one of these)
P1
Vendor spotlight
Feature 1 vendor per week. Format: short video (15–30s) of their products + 1 quote. Always tag their account. Use Reels for max reach. Caption = their story in 3 sentences.
P2
Event vibes & atmosphere
Behind-the-scenes setup, crowd shots (with permission), aesthetic venue details. Aim for aspirational UGC feel. Use trending audio on Reels/TikTok. Post during or 24h after event.
P3
Culture & community
Reposts from Medan local fashion/art scene, style inspo, related subculture content. Goal: position Medan Archive as a cultural voice, not just an event account. 2x per week.
Daily workflow
09:00
Morning engagement round
Reply to all comments and DMs from the last 24h. Like and comment on 10 accounts in our niche (vendors, local influencers, style accounts). Takes 15–20 min max.
11:00
Post scheduled content
Post pre-approved content from the weekly calendar. Use Meta Business Suite scheduler or post manually. Always add location tag: Medan, North Sumatra. Add 5–10 hashtags in first comment, not caption.
16:00
Afternoon engagement + stories
Post 1–2 Instagram Stories (poll, Q&A, countdown, or reposts). Check TikTok comments. Monitor DMs for vendor inquiries — respond or forward to Vendor Coordinator.
Friday
Weekly content prep + CEO check-in
Prepare next week's 5 posts (copy + visuals) in Notion or Google Drive. Submit to CEO for approval by end of day. Review this week's analytics: reach, saves, follower growth.
Tools
Meta Business SuiteCanva (visuals)CapCut (Reels editing)Notion / Google DriveInstagram Insights
Weekly KPIs to report to CEO
Posts published
≥ 5/week
Stories
≥ 7/week
DM response time
< 3 hours
Follower growth
≥ 3%/month
SOP — Ground operations
Physical event execution from venue setup to teardown. This SOP is the ground team's standalone bible — they should not need to call the CEO during the event except for emergencies.
Owner: Ground ops leadCycle: Per-event
Timeline & checklist
T–14
Venue & permits
Confirm venue contract signed. Submit permit applications: event permit (izin keramaian), BPJS if required, noise permit. Confirm electricity capacity with venue (min 10,000W for 50 booths).
T–7
Logistics procurement
Confirm booth table/tent rental quantities. Order signage: banners, booth number signs, directional arrows. Arrange staff logistics: uniforms, walkie-talkies or WhatsApp group, assigned zones.
T–1
Setup day
Arrive 8am. Set up all booths per floor map. Place signage. Test all power outlets. Set up check-in desk and info point. Brief all staff on their zones and emergency protocol. Do final walkthrough at 5pm.
Event day
Doors open to teardown
Open vendor check-in at T–2h before public entry. Assign 1 staff per 15 booths for vendor support. Monitor crowd flow at entrance. Document attendance count every 2 hours. Begin teardown 1h after closing.
T+1
Post-event debrief
Return all rented equipment. Submit incident log (any issues: crowd, vendor, safety) to CEO. Count and record final attendance. Photo-document venue condition. File permit closure if required.
Emergency escalation protocol
L1
Ground staff handles
Minor vendor complaints, lost items, small crowd congestion. No CEO involvement needed.
L2
Ops lead handles + notifies CEO via WhatsApp
Power outage, vendor dispute, medical incident (minor), gate crowd buildup beyond capacity.