1 · Book a venue Lock the room before anything else, the date depends on it. See the handbook’s venue criteria for what makes a good space.
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Shortlist 2–3 possible venues from our host contacts.
Confirm capacity (20–40), step-free access and an accessible washroom.
Confirm the equipment and setup your format needs.
Agree the date, start/end time and who holds the key.
Visit or verify the room in person.
Get the host’s day-of phone number and building access details.
Send the host a written confirmation with date, time and headcount. 2 · Line up a session host A confirmed venue makes it easy to invite a host. Remember: first-timers welcome, offer to help them prepare.
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Invite a session host (or two), check our list of members with topics they love.
Confirm the session title and format (talk / hands-on / show & tell).
Collect a 2–3 sentence intro and a photo for promotion.
Share the run of show and expected attendance.
For hands-on nights: confirm any supplies or prep to tell attendees in advance.
Offer a rehearsal or co-hosting to first-timers.
Send a calendar invite with venue address and arrival time. No host this month?
Run a show & tell or a social. A dependable rhythm matters more than a packed agenda.
3 · Set up the event page Your RSVP platform is the single source of truth. Create the event once all the details are firm.
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Create the event with title, date and time.
Write a short, warm description: what, who it’s for, and that everyone is welcome.
Add the venue address and accessibility notes.
Set a sensible capacity matching the room.
Add the host’s name, session title and intro.
Upload the event image.
Turn on a waitlist and a reminder email. Post early, remind often. Use the communications guidance for channels and timing.
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Announce ~2 weeks out across your channels.
Make the poster with your template.
Post a reminder ~3 days before with the RSVP link.
Post a “tonight!” nudge on the day of the event.
Thank confirmed sponsors/hosts in the announcements.
Ask the session host to share the event with their network. 5 · Day-of run of show Arrive early, set a warm tone, and keep to time so everyone catches transit home.
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Arrive 45–60 minutes early; set up the room and test any equipment.
Set up the welcome table and put up signage from the entrance.
Lay out snacks and drinks.
Greet every arrival; give newcomers a warm, personal hello.
Open with a brief Code of Conduct reminder and housekeeping.
Introduce the session host; keep things to time.
Take a few photos: always ask consent first.
Thank everyone, announce next month’s date, and close up safely. Safety first, always
You have the authority to pause an activity or ask someone to leave if behaviour makes others unsafe. See the Code of Conduct .
6 · Post-event recap A tidy wrap-up keeps hosts happy and the community in the loop.
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Leave the venue cleaner than you found it; thank the host in person.
Send thank-you notes to hosts and sponsors within 48 hours.
Pick a few consented photos for the recap.
Write and publish a short recap post with shout-outs.
Log what worked and what didn’t in the organizer notes.
Confirm next month’s date and venue. Better late than never
If the recap slips, publish it anyway, our community would rather read a late one than none at all.