Tasklist for Meetup Organizers [Quick Guideline]

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


The Upcoming FOSS United Platform will include a checklist for meetup/conference organisers to keep track of the major tasks that need to be done while organising an event.

Checklist for meetup organisers

1.Open CFP and RSVP
2. Announce CFP/RSVP on forum, telegram and social media channels
3. Go through meetup organiser tasklist
4. Close CFPs
5. Start proposal review
6. Recieve confirmation from selected speakers and announce schedule
7. Close RSVPs and send reminder email to all participants.
8. Create Post event report on the forum