The Day of the Meetup Event | In-person & Hybrid

Yay! The day has come!

Before the event starts: 

Come prepared. Make sure you; 

Arrive at the venue before time. 

Check all tech necessities:

• Internet connection (if you are broadcasting or presenting live)
• Laptop (battery/power)
• Microphone (if necessary) 
• Projector

If it’s a hybrid event:

• Camera and tripod
• Speaker
• Microphone for attendees in the venue

Make sure you have enough:

• Seats
• Tables (If necessary)
• Name tags & pens
• Ask a team member or attendee to take pictures. 

During the event 

Make members feel comfortable. For first-timers, coming to a meetup can be very overwhelming. Try to personally welcome all the participants, while actively approaching those who are alone to connect them to other members in the room. 

Hybrid event:

• Have someone welcome and facilitate online networking, during the gathering time in the venue.
• Make sure you have a person to make sure the online participants see and hear during all events.

Manage expectations by sharing as much information about what’s next, members will feel more secure and confident.   

• Tip: Use a presentation to lead the meetup
• Introduce yourself as the organizer, your leadership team, and speakers (if there are). 
• Share the meetup’s agenda. If the meetup has more than one speaker, make sure members know when they can ask questions and continue the conversation.
• Tip: it’s all about the people. If possible, make a quick round of intros with all participants, in the beginning, make a fun exercise to get people to engage with one another, or add to the agenda small group discussions. 

End of the event  

• Thank everyone for attending.
• Save the Date! Announce the next meetup; Date and topic, If already scheduled.
• Ask members to fill out the feedback form they will receive by email.
• Once every 3 meetups, share a full feedback survey. (see here templates)  

For Online meetups, See our virtual meetup guidelines for more details.