These instructions are specific to running a NodeBots SF event, although parts of this can be generalized to other meetups. There are a few key aspects to successfully running an event, described below.
The first key part is to follow the checklist in the Event Checklist section below. Making sure that everything is in place before the event means a smoother process for organizers, and helping things go smoother on the day of the event itself.
The second key part is to publicize the event well. This means getting on Twitter and advertising the event regularly. It's best to start of slowly when the event is first announced, and ramping up the posting frequency until the day of the event. The week of the event, there should be about one tweets per day about it. Each tweet should be different, but always make sure to mention the day, speaker, topic, and venue. Each topic doesn't have to be mentioned in each tweet though, and indeed mixing up which are mentioned is a great way to diversify the tweets. Each tweet should always include a link to the meetup page for the event though. Here are some examples:
The final key part is to have at least two people helping to run the event the day of. Things can and will go wrong that couldn't be foreseen ahead of time, and having two people there means one can make a last minute run to grab cables, batteries, a WIFI router (we actually had to do that once), etc, while the other person stays at the venue.
For each event, copy the following checklist code into the GitHub issue:
Event Checklist:
- [ ] Speaker selected: <Calculate 6 weeks prior>, unassigned
- [ ] Venue secured: <Calculate 4 weeks prior>, unassigned
- [ ] Meetup.com event created: <Calculate 3 weeks prior>, unassigned
- [ ] Hardware ordered (if applicable): <Calculate 2 weeks prior>, unassigned
- [ ] Sponsor found for hardware: <Calculate 2 weeks prior>, unassigned
- [ ] Venue and hardware sponsor added to meetup.com sponsors list <Calculate 2 weeks prior>, unassigned
- [ ] Food and drink confirmed: <Calculate 1 week prior>, unassigned
- [ ] Will there be a good selection of non-alcoholic drinks provided? A proper selection will include more than just water and a token bottle of soda
- [ ] Vegetarian options are required, gluten free and vegan are nice to haves
- [ ] Hardware purchases reimbursed: <Calculate 1 week prior>, unassigned
- [ ] Code of Conduct incident reporter test: <Calculate 2 days prior>, unassigned
- [ ] Send test email to [email protected] and make sure all recipients received the test
- [ ] Send test text message to (415) 944-4941 and make sure al recipients received the test
Each item in the checklist has a due date associated with it. Make sure to calculate the exact dates and replace them in the checklist. Also make sure that each task gets assigned to someone.
Note: this is in markdown format, but will need to be converted in the Meetup.com editor.
**Description:**
Description of the speaker, what they do, and what we're hacking on.
**Schedule:**
6:00pm: Doors open. Socialize with fellow NodeBots enthusiasts and enjoy food and drinks (alcoholic and non-alcoholic beverages will be provided).
7:00pm: Speaker gives an overview of the tech
7:30pm: Let the hacking begin!
9:00pm: Doors close.
_We are committed to fostering an inclusive, safe, and welcoming atmosphere at our events. All attendees, speakers, sponsors, and volunteers at this event are required to follow our [code of conduct](https://github.com/nodebots/sf/blob/master/coc.md)._
You can also go to a past Nodebots SF event, click "Copy this Meetup", and edit the details from there:
