From our past experience of organizing regular FOSS meetups in various cities across India, we have created a rough task list for the people who are interested in organising meetups in their city.
These guidelines are a city meetup version of Tasklist for Conference Organizers [Quick Guideline]
| Sl. | Tasklist | Timeline | Deadline |
|---|---|---|---|
| 1. | Define meetup agenda(duration, theme if any) | Day 0 | - |
| 2. | Fix date, time and venue | Week 1 | 3 weeks before the event |
| 3. | Outline event structure | Week 1 | - |
| 4. | Release Call for Proposals(CFP) with a deadline | Announce as soon as venue is confirmed | Week 1 |
| 5. | Find vendors for food and refreshments | Week 2 | - |
| 6. | Announce RSVPs on all communication channels | End of week 2 | - |
| 7. | Design poster templates for schedule, talks | - | By Week 3 |
| 8. | Review speaker proposals, confirm speakers and close CFP | Week 3 | 1 week before the event |
| 9. | Close RSVP | - | 3 days before the event |
| 10. | Finalize event schedule | - | 3 days before the event |
| 11. | Release the event schedule and selected talks on all communication channels | - | 2 days before the event |
| 12. | Email reminder about the event and code of conduct to the participants | - | A day or two before the event |
| 13. | Follow up email about the meetup, share pictures (if available) and ask for feedback | 3 days after the event |
We’re assuming you’re planning the meetup 1 month prior