Are you interested in connecting with like-minded individuals, exchanging knowledge, or networking in your field of interest? Organizing a meetup can be a great way to achieve these goals. In this blog post, we will guide you through the process of organizing a successful meetup in your city.
Let's Get Started 👋
The first step in organizing a meetup is to determine the focus of your event. Decide whether you want to host a casual networking event or if you want to center it around a specific topic. Having a clear idea of the purpose of your meetup will help you attract the right audience.
Location 🏡
Finding a suitable venue is crucial for a successful meetup. Consider co-working spaces, universities, or even dedicated event spaces offered by game companies. Visit potential locations and ensure they have enough space to comfortably accommodate all attendees. Accessibility is also important, so check if there are parking spaces available and if the venue is easily reachable by public transportation. Having a kitchen and the option for catering is a plus.
Time 🗓
Once you have secured a location, determine the best time slots for your meetup. Consider the availability of your target audience. For professionals already working in the industry, weekday evenings can work well. For indies and students, weekend afternoons might be more suitable. Decide on the frequency of your meetup, whether it will be weekly, monthly, or quarterly.
Equipment 💻
Make sure the venue provides necessary equipment such as a presentation space with a screen and projector. Check the outlet type (e.g., HDMI) and bring an adapter if needed. If the venue doesn't have a public PC or laptop, consider bringing your own. Test all equipment beforehand, including loudspeakers if sound is required. If you plan to record or stream the talks, ensure you have the proper setup in place with the speaker's permission.
Speaker 🎙
Reach out to game companies, other meetups, universities, and other relevant organizations to find speakers for your meetup. If you have existing connections, start by asking them. It is often easier to begin with someone you know and expand from there. Discuss the possibility of compensating speakers, taking into account travel and accommodation costs. Typically, it is possible to find speakers in the local area who are willing to support the community. Clearly communicate your expectations to the speakers regarding the length of their presentation, the target audience, and any additional requirements such as bringing their own laptop or submitting the presentation in advance.
Format 🎯
Decide on the format of your meetup. Will it feature regular talks, workshops, panel discussions, or get-togethers? Consider if there is a specific theme you want to explore in each meetup. Plan how you will fill the event with content. You may want to include an introduction round, opportunities for attendees to ask for or offer jobs, and dedicated networking time after the content part is over. Take inspiration from successful meetups like Talk and Play to structure your event effectively.
Event Tool ⚙️
Choose an event management tool that suits your needs. Popular options include Meetup and Eventbrite. Facebook events are not recommended as they may not allow proper reservation management and may require attendees to have an account to view the event. However, depending on your target audience, Facebook events may still be useful.
Sponsors 💰
Consider finding sponsors who can support your meetup by covering the costs of the venue and catering. Additionally, reach out to gaming networks or local press for increased visibility. Offer sponsors the opportunity to have their logo displayed on your event page and acknowledge and thank them during the event and on social media. Discuss the best way to transfer funds with the sponsors, and ensure that the event location and caterer address the invoice directly to the sponsor. Collect accurate sponsor information and use their correct logo with their permission.
Food & Drinks ☕️🥐
Determine how you will provide refreshments for the attendees. Decide if you want to arrange catering or if drinks and snacks will suffice. Remember to offer vegetarian and vegan options and accommodate any food allergies or preferences if possible. Even if you choose not to provide food, make sure to have water available for all attendees. Clearly communicate the food and beverage arrangements to your attendees. Another option is to ask attendees to bring cake and cookies to share.
Code of Conduct 🤝
It is important to establish a code of conduct to ensure a safe and inclusive environment for all attendees. Adapt and include the following statement:
"The [add event name] is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, or religion. We do not tolerate harassment of conference participants in any form. Meetup participants violating these rules may be sanctioned or expelled from the conference at the discretion of the conference organizers.
If you feel unsafe or uncomfortable, please talk with the organizer. If you see someone treated with disrespect, please speak up either yourself or by getting the organizer involved. With your help, we can make sure everyone involved is treated with respect."
This code of conduct is adapted from Geek Feminism. A longer version is also available.
Photo & Video Disclaimer 📷
If you plan to take pictures, inform your attendees in advance. Consider using a statement like the following:
"By attending the event, you agree to picture and video material being taken, which will be used to promote the event on social media and in the press."
Attendance List 📝
Print out an attendance list and have every attendee sign it. Add a paragraph stating that by signing, attendees agree to their photos and videos being taken and shared to promote the event. Provide an option for attendees to opt-out if they do not wish to appear in pictures. Keep the attendance list in a safe place.
Spreading the News 📢
Congratulations! Now it's time to promote your event on social media platforms and reach out to related networks or companies who might be interested in joining.
Additional Tips 💚
Before the event begins, it is important to thoroughly test the setup to ensure that everything is functioning correctly and there are no technical issues.
In order to facilitate networking and connections among attendees, it is highly recommended to provide name tags or badges.
To kick off the meetup in a professional manner and set the right tone, it is advisable to start with a proper introduction where you introduce yourself and briefly explain the purpose of the event.
During the event, it is crucial to cover all the necessary information that attendees need to know, such as the code of conduct, details about the catering arrangements, the locations of restrooms, the Wi-Fi access codes, the directions to the fire exits, and the contact information for emergencies.
Depending on the scale and nature of the event, it is essential to familiarize yourself with any applicable first aid and security regulations. You can obtain this information from the venue owner or manager.
Bringing people together over shared interests, such as game development, is truly a wonderful experience. It not only benefits the attendees and community by fostering valuable connections and sometimes long-lasting friendships, but it also creates a sense of belonging and unity among like-minded individuals. The opportunity to collaborate, exchange ideas, and learn from one another is invaluable, and it contributes to personal and professional growth. Moreover, these gatherings often lead to exciting new projects and ventures, igniting creativity and innovation within the community. So, let's continue to embrace the power of shared interests and come together to create memorable experiences that enrich our lives and strengthen our bonds!
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