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CHECKLISTS.md

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Checklists for running a Web Engineering DUS Meetup

Before the meetup: Planning phase

  • Think about what format we want to run for the next meetup (one talk, multiple talks, a workshop, etc.)
  • Align on a day with your Co-Organizer when both have time for a meetup
  • Search a Meetup-Location by contacting a few local companies
  • Once the date is confirmed with the location sponsor, search for one or more speakers
  • Once the date is confirmed with the location sponsor, send over the location briefing (see README.md)
  • Once the date is confirmed with the location sponsor, block the aligned date and time in your private calendars
  • Contact the speaker(s) and try to align a date
  • Once the speakers are confirmed, send over the speaker briefing (see README.md)
  • Set up the appointment on Meetup.com, send it to the speakers, the location sponsor and announce it publicy

Two days before the meetup

  • Send out a reminder for the Meetup event using the email functionality of Meetup.com

At the meetup day: Hot phase

  • During the day
    • Pack your bag/car with all necessary equipment
      • Name tag stickers
      • Meetup beach flag
      • Sponsor utilities (stickers, magazines, etc.)
    • Prepare the welcome presentation
  • ~1 hour before the meetup: Drive to the location and set everything up
    • Build up the flag
    • Set up a table at the entry door and put the name tag stickers and pens on it
    • Do a quick test run for the laptop, projector, and sound (microphones and music)
    • Provide non-alcoholic drinks like water and juice incl. glasses on the tables
    • Prepare the table for food
    • Put empty beer crates next to the fridges for the empty bottles

At the meetup

  • Get a beer and wait for the first guests
  • Get the food ready for the guests
  • Socializing + Networking
  • Run a welcome speech and start the meetup in planned format
  • Fell free to take photos and tweet a lot
  • Enjoy!

After the meetup

  • Clean up the room (empty bottles, collect garbage, order the chairs and tables again, etc.)
  • Shutdown everything (projector, microphones, windows, doors, etc.)
  • Collect all utilities (name tag stickers, sponsor things, beach flag, etc.)
  • Go home and get well-deserved sleep

The day after the meetup

  • Put the meetup equipment back into its usual location (name tag stickers, beach flag, ...
  • Upload all photos you did during the event to the Meetup page
  • Get a high five from your Co-Organizer for the fantastic event yesterday