July 2023 Meetup Checklist

[Andre Wiggins]

Meetup Checklist

(Immediately following previous event)

• confirm location: The Collective
• update meetup.com auto-created event with location info (if not Collective)
• create new event in ti.to
• duplicate meetup survey and update speaker info (Google Docs)
• send email via Tito to previous month's attendees with link to survey + link to tickets
• create "event" and update website

(3 weeks out)

• confirm sponsor & update website
• submit invoice to sponsor
• confirm speakers & update website
• create discord event
• click "announce" on meetup.com
• post tweet

(2 weeks out)

• send email to mailing list (customer.io)
• announce in discord

(1 week out)

• send email to meetup.com
• post tweet

(1-2 days before)

• send info to speakers on where/when/what
• send message to volunteers
• prepare MC slide deck, get sign-off

(day of)

• bring nametags, stickers (pronouns, job status), sharpies & drink tickets
• send ti.to check-in link to volunteers in discord
• set up stage (speakers, tv, podium)
• set up chairs
• check A/V with speakers (slide/video/audio output, mic volume check, wifi connection)
• put away chairs and sound/video equipment
• clean up venue

(day after)

• ask speakers to post links to slides to #meetup-chat channel
• create next meetup checklist