Hosting meeetups.doc

What is involved in being a meetup host? Depending on how interested you are, you can do some, or all, of the following. What you choose not to do, the group organizer, or one of the assistant organizers will accomplish. The meetup is more important than who handles the details, but I would expect any host to at least do numbers 1 and 7 through 11. If you ever have any questions, do not hesitate to contact the group organizer.

  1. Decide on a location / venue for the dining meetup. Pick a date and time.
  2. Make reservations with the restaurant. Usually start at10 people, but explain to the restaurant that the number may go up or down. Verify their tolerance for reservation changes, and how much lead time they need when changes are made. Try to have the restaurant agree to provide individual checks. Confirm any special arrangements, such as automatic gratuity, corkage fees and parking. If you have moxie, try to get some special concessions from the restaurant, such as a door prize or free appetizers.
  3. Document information for the meetup website. Information required: the name of the restaurant; a full address, including zip code; telephone number; web site address; an indication of potential cost to participants; directions, if necessary; and any special information. A creative announcement should be prepared for the web site, describing all necessary information and creating customer interest. Try to make a catchy title for the event. Things to consider: should we allow maybe RSVPs and how many guests can any group member bring.
  4. Create the announcement on the meetup website.If possible, get pictures of the inside/outside of the restaurant and start a photo file for this meetup.
  5. Follow the status of RSVPs for the meetup, changing the reservation, as necessary and possibly canceling the event. Note that there is a huge turnover of RSVPs during the last few days and that some people who said yes will not show up. Decide if, and when, maybe RSVPs should be eliminated. Communicate by e-mail if you have questions for registrants or to answer their questions.
  6. Verify arrangements with the restaurant before the meetup (usually within the last three days).
  7. Arrive at the restaurant before others; confirm that the reservations are in order. Take a meetup.com sign or other indication so that the participants can locate you. Make sure that the restaurant knows it is a meetup in case they get any last minute calls from participants, or so that people can ask for you.
  8. Seat everybody, keep the conversation flowing. Take pictures. Count the number of people present and note who did not show.
  9. Assist participants in calculating and settling their bill. Remind everybody that they should tip well. Confirm with the restaurant and wait staff that everything is OK. Thank them for their service and assistance.
  10. Have any pictures uploaded to the meetup web site. Document the number of participants and your evaluation of the meetup when prompted by meetup e-mail messages.
  11. Relish in the glow of a job well done.