Hosts: Rules
1: Check Calendar and Drafts
Make sure you have an open date. Do not schedule an event at the same time as an event being planned by another organizer.
Look at the Drafts and the Calendar to find a free date.
2: Descriptive Titles
Write a clear descriptive title. Adding the name of the coffee place, neighborhood, and maybe even the day of the week lets the members know at a glance if the event will be of interest to them.
GOOD: Sunday Coffee Explorer: Honor Coffee & Tea (SOUTH LAKE UNION)
BAD: Afternoon Coffee
3: Set RSVP Limit
Always set an RSVP Limit, use the waitlist, and do not allow the guest option.
We need to be respectful of coffee shops and set limits on the number of members for every event. Also, Meetups events with RSVP limits get a higher percent turnout.
4: Announce Only When Finished
Do not go live with an event until all the details are finalized. Meetup members get too many emails already. Sending multiple emails for a single event will annoy the majority of members and might cause a few to leave the group.
5: Show Up On Time
Obvious.
6: If You Have to Cancel...
If you need to cancel, reach out to the organizer first, and we will try and find a replacement host first.
7: Online Meetups
To prevent Zoom bombing, we require hosts to use a password to lock the Meetups from unwanted guests. The host can limit the RSVP End Time to either the start of the Meetup or a day before, provided they mention that in the event description.
Passwords should be something easy to spell. Zoom passwords are case-sensitive. The password should be changed regularly and immediately if one of our meetings gets bombed. Don't reuse old passwords.
Passwords should only be emailed to members who have signed up for that event. This will be a problem for people who decide to join late, but we are having too many issues with unwanted guests.
Additional Tips
For more ideas visit our Hosts: Tips page.
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