Dec 2023 Meetup Checklist

[andrewiggins]

Meetup Checklist

(Immediately following previous event)

• [x] confirm location
• [x] update meetup.com auto-created event with location info (if not Collective)
• [x] create new event in ti.to
• [x] send email via Tito to previous month's attendees with link to survey + link to tickets
• [x] update website with event json

(3 weeks out)

• [ ] confirm sponsor & update website
• [ ] submit invoice to sponsor
• [x] confirm speakers & update website
• [ ] create calendar event and invite speakers, sponsor, & volunteers
• [ ] create discord event
• [x] click "announce" on meetup.com
• [ ] post tweet & paste in discord #annoucements channel

(2 weeks out)

• [ ] send email to mailing list (customer.io)

(1 week out)

• [ ] send email to meetup.com
• [ ] post tweet & paste in discrod #annoucements channel

(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)

• [ ] If new location, tweet image of building facade so people know where to go
• [ ] 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 #seattlejs-meetups channel
• [ ] create meetup survey and post in Discord
• [ ] create next meetup checklist