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Guide to a Successful Meetup Group & Meetup Events

By: William Petz

Disclaimer

Meetup, Inc. has no affiliation with this guide and is not responsible for its content. For official Meetup recommendations/questions/forums/blogs, please go to http://www.meetup.com/help Certain features and the design of Meetup’s website may have been added, revised or removed since this publication, and therefore the specific information in this guide may not be directly applicable to the features or design of the current website. The Meetup name and logo and other related trademarks are the property of Meetup, Inc. The Random Events name, Logo other related trademarks are the property of Random Events LLC.

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TABLE OF CONTENTS

CHEAT SHEET ........................................................................................................................... 4 

GETTING TO KNOW THIS GUIDE ......................................................................................... 4 

What do these icons mean? ................................................................................................................................ 5 

Before We Get Started ......................................................................................................................................... 5 

THREE WEEKS BEFORE - Planning for a new Meetup Event ...................................... 6 

Getting Ideas for your Next Meetup Event ......................................................................................................... 6 

Understanding Some of the Different Formats Styles ...................................................................................... 8 

Choosing the Right Venue to Host your Meetup Event ................................................................................ 11 

Finding the Venue to Host your Meetup Event .............................................................................................. 12 

Planning tips before scheduling your Meetup Event ..................................................................................... 14 

Advice on charging members for your Meetup Event ................................................................................... 16 

TWO WEEKS BEFORE – Scheduling your Meetup Event ............................................ 18 

Filling out the options to schedule your Meetup Event ................................................................................. 18 

Getting Members to sign up for your Meetup Event. ..................................................................................... 21 

Promoting your Meetup Event .......................................................................................................................... 22 

ONE DAY BEFORE – Preparing for your Meetup Event ............................................... 24 

Steps to take before your Meetup Event ......................................................................................................... 24 

DAY OF THE MEETUP EVENT – Hosting your Meetup Event ..................................... 27 

A few hours before the Meetup Event ............................................................................................................. 27 

At the Meetup Event ........................................................................................................................................... 29 

AFTER THE MEETUP EVENT ............................................................................................... 31 

CONGRATULATIONS!!!! ........................................................................................................ 32 

RESOURCES ............................................................................................................................ 33 

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CHEAT SHEET Don’t have time to read the entire guide? Don’t worry I provided the key points to remember for each section of this guide. To get more information including, tips, tricks and step by step instruction, feel free to jump the section of your choice.

3 WEEKS BEFORE

1) Plan to schedule a new Meetup Event. 2) Search for ideas from other Meetup Groups, members’ ideas, local papers and websites.3) Select a format style: Activity, class, networking, support, presentation, etc… 4) Find and pick the right venue for your Meetup Event. 5) Preparing for the Meetup Event: Strategy for posting and charging members.

2 WEEKS BEFORE

1) Creating your Meetup Event: Fill out each field appropriately: title, location, image, etc… 2) Develop a standard template for the description all your Meetup Events. 3) Get people to sign up early to your Meetup Event: Friends, Family, Meetup Group

members, etc… 4) Promote your Meetup Event: Printed material and online resources such as: Facebook,

Twitter, Craigslist, etc… 1 DAY BEFORE

1) Contact the venue you will have the Meetup Event to confirm they are expecting you. 2) Contact your assistant organizers and the “Yes” and “Maybe” RSVP’s with any last

minute details; include your contact information and reminders of items to bring if necessary.

3) Review responses to any questions and print out the attendee summary to check people in at the Meetup Event.

4) Prepare all the items you will need and have it ready for tomorrow: Name tags, signs for people to find you, camera, directions, etc..

DAY OF THE MEETUP EVENT 1) Leave early, get to the Meetup Event location at least 30 minutes early. 2) Start your Meetup Event on time! 3) When members arrive: Greet them, take attendance, have an ice-breaker to have them

start socializing with others. 4) Take pictures and videos. 5) Say goodbye and thank them for coming out.

AFTER THE MEETUP EVENT 1) Edit RSVP’s for those that did not attend. 2) Post pictures and upload videos. 3) Send a follow up email and include: a thank you, links to the pictures and videos, and

acknowledgements to anyone who helped out. 4) Read comments that members posted about the Meetup Event and the venue. 5) If money was involved, update the money module within Meetup’s Site.

GETTING TO KNOW THIS GUIDE Congratulations, you’ve started a Meetup Group; now let’s plan a Meetup Event! This guide is intended for new and existing Meetup Organizers. It will help you to create and host a

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28  

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33  

RESOURCES Designers – Meetup Pages & Themes, Logos, Business Cards, Websites etc…

PuppetDesignNY.com – Mention “Random Events” for 15% off Getting a domain/URL name GoDaddy.com – Click the link and get domains for $7.49!!! Sites to Promote: Facebook Craigslist Twitter Yelp

Pixelpipe.com – Post to multiple sites at once Ice Breakers Links

http://www.residentassistant.com/games/ http://inspireyourgroup.com/blog

http://inspireyourgroup.com/blog/activities/ice-breakers-gettingtoknowyougames/ Popular Boot Camps

http://www.meetup.com/organize/ Sharing Files (FREE) Drop box – Great for backing up important docs and sharing files! Picture Editors

Faststone Have Your Own Mobile App EpicAppSolutions – Mention “Random Events” builds custom mobile applications (They

have an easy way to mobilize your Meetup Page. Check out Random Events DEMO )

DONATIONS 

I really hope that you were able to take away a few things away. I plan on creating more guides around more specific items like monetizing, getting more members, getting sponsors, and more… Feel free to help out by even donating a $1. Thanks and good luck!

34  

Random Events Venue Request Template 

<Enter contact name or “To whom it may concern”>

My name is Will and I am the organizer of Random Events. We have XXX+ members and growing daily. I am interested in hosting an event with you. Feel free to take a look at our promotional video to learn more about us: http://youtube.com/randomevents or visit our site to see our past and upcoming events http://www.randomeventsny.com

Would you be able to provide any special group discounts if I host the event for X amount of people? I am open to different options regarding time/date/length of the event that would be favorable for both of us to get a reduce price.

If the cost is attractive and we proceed, posting on our site will offer you the following benefits:

1) Exposure to thousands of people though meetup.com & thousands of members in my group

2) Due to our site traffic, items that we post also rank high in Google’s search, so people looking for a similar event will find our site and then find your venue even if the event has past.

3) Venues that I have organized with have been very successful as they have had numerous new people sign up outside of the group.

4) Other companies & groups watch my success and will usually call venues shortly after to host an event, providing even more business to you. (We never discuss prices)If this is successful I would like to build a partnership with you for future events.

Free to give me a call to discuss further: xxx-xxx-xxxx

Thank you,

Will