September 2024 Meetup Checklist

[andrewiggins]

Meetup Checklist

(Immediately following previous event)

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

(3 weeks out)

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

(2 weeks out)

• [x] send email to mailing list (customer.io)
• [x] Post on LinkedIn & repost using SeattleJS account

(1 week out)

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

(1-2 days before)

• [x] send info to speakers on where/when/what
• [ ] send message to volunteers
• [ ] prepare MC slide deck

(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 lu.ma 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