# Tasklist for Meetup Organizers \[Quick Guideline\]

**URL:** <https://forum.fossunited.org/t/tasklist-for-meetup-organizers-quick-guideline/2535>\
**Category:** Meetup\
**Created:** [10 November 2023 09:42 UTC](https://forum.fossunited.org/t/tasklist-for-meetup-organizers-quick-guideline/2535 "2023-11-10T09:42:11Z")\
**Posts on this page:** 2\
**Page:** 1

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**Author:** ![ansh](https://forum.fossunited.org/user_avatar/forum.fossunited.org/ansh/32/1423_2.png) [@ansh](https://forum.fossunited.org/u/ansh)\
**Post date:** [10 November 2023 09:42 UTC](https://forum.fossunited.org/t/tasklist-for-meetup-organizers-quick-guideline/2535/1 "2023-11-10T09:42:11Z")

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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]](https://forum.fossunited.org/t/tasklist-for-conference-organizers-quick-guideline/1497)

| 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_

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<div class="post-metadata">

**Author:** ![ansh](https://forum.fossunited.org/user_avatar/forum.fossunited.org/ansh/32/1423_2.png) [@ansh](https://forum.fossunited.org/u/ansh)\
**Post date:** [11 December 2023 10:36 UTC](https://forum.fossunited.org/t/tasklist-for-meetup-organizers-quick-guideline/2535/2 "2023-12-11T10:36:28Z")

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The Upcoming [FOSS United Platform](https://forum.fossunited.org/t/building-foss-united-platform/2583/8) 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](https://forum.fossunited.org/t/tasklist-for-meetup-organizers-quick-guideline/2535)  
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