Organizer resources

The AIMeetup playbook.

Every good meetup has the same underlying skeleton. This is ours — pulled from 200+ chapters, ~2,400 events a year.

1. Planning

Pick a topic that's specific enough to attract a real crowd and broad enough to bring people back next month.

  • Choose a date 4–6 weeks out
  • Set a clear theme (e.g. "eval-driven agents", not "AI")
  • Confirm 2 speakers + 1 backup
  • Aim for 60–90 min of content, no more

2. Venue & logistics

The room shapes the vibe. Small and full beats large and half-empty every time.

  • Right-size for 70% of RSVPs
  • Wi-Fi tested with 30+ devices
  • HDMI + USB-C adapters on hand
  • Water and one light snack minimum

3. Promotion

The right 40 people beat a random 200. Post where builders already read.

  • Publish 3+ weeks ahead
  • One-line pitch that names the audience
  • Share to at least 2 relevant Slacks/Discords
  • Send a 48h-out reminder

4. Run of show

Start on time. Every minute over is a minute someone leaves early.

  • Doors open 30 min before start
  • Speakers rehearse setup at doors-open
  • House rules read in first 60 seconds
  • Structured 10-min networking break

5. After the event

The follow-up is the sponsor pitch for your next event.

  • Thank-you email within 24h with slides
  • Post 3 photos + one clip
  • Send NPS survey (max 3 questions)
  • Debrief with co-organizers within a week

Ready to host?

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