t12t-meetup-checklist

Checklist for organizing a meetup. Please share and comment 😊

Long before meetup 🦄🏢

• Decide on a date
  • Don't pick the same date as an other popular meetup
• Find a location
  • How many attendees are we aiming for?
  • What kind of seating is there?
  • Accessibility for the location?
  • Wifi?
  • For how long can we be there? (E.g. do we need to be out of the building at a specific time?)
• Decide on speakers
  • Are we having a theme?
  • How many speakers?
  • Format? Ligtning talks vs longer keynotes
• Make sure food and drinks are covered (sponsored)
  • Vegetarian and vegan food as default
  • Various kinds of drinks (don't forget soda and mineral water)
• Will there be video?
  • streaming?
  • closed captions?
  • where?

5 weeks before the meetup 🗓

• Post event at meetup.com
  • Time
  • Location
  • Number of people
  • Rough draft for an agenda (unless we haven't nailed it already)
  • Make sure to have information in both Swedish and English if meetup is in Swedish
  • Accessibility info for the location
  • If video, inform about video
• Set a time for when people can start signing up (4 weeks)

1 week before the meetup 📧

• Decide date for the next meetup
• Double-check food and drinks
• Email info about the meetup to all speakers
  • Where is the location
  • What kind of equipment is there: cables, clickers, screen etc.
  • Info about wifi (wifi for all or speaker only? Makes a difference when there are a lot of people)
  • Ask if there will be sound and/or video in the slides
  • Meet 30 minutes before to sync and test
  • The agenda with rough time-slots
  • Ask them if they are ok with photo/video
• Create intro slides
  • Slide with logo etc to have on before/break/after
  • What is t12t
  • Code of Conduct
  • Info regarding the location: toilets, exits etc.
  • If video, inform about video
  • When does the meetup end?

1 hour before the meetup 🌯💡🎤

• Organizers meet up at the location together with speakers
• Go through agenda
• Remind them to translate their slides (read text, explain images)
• Test all the presentations
• Test wifi
• Test the sound
  • Check batteries for microphones
• Test lights
• Decide who will be welcoming attendees

30 minutes before the meetup 🤝

• Organizers should be at the door welcoming early attendees
• Check that food and drinks are in place
• Make sure there are water available for the person speaking

During meetup 🥤🚪

• Are there enough drinks?
• Check the door in case of late attendees

After meetup 🗑

• Check if anyone forgot anything
• If cleaning - clean!

Some days after the meetup 📝

• Retro
  • what was great
  • how can we improve
• Thank the speakers