Free project template
Meetup planning checklist with every task dated from the day you start
One meetup evening, from booking the venue a month out to thanking the speakers the morning after.
- 5 sections
- 24 tasks
- Opens as a list
- Dated from day 1
Meetup night
Days count from the day you start. In the app, pick a start or a finish date and each task lands on a real day.
Four weeks out
- Pick the date and the themeDay 1High
- Book the venue and confirm capacityDay 3High
- Invite speakersDay 4
- Ask two or three people with a clear topic
- Agree talk length and slide format
- Collect titles, short bios and photos
- Find a sponsor for food and drinksDay 6
Promotion
- Publish the event page with sign-upDay 8High
- Announce it to the group and on socialDay 8
- Post a speaker spotlightDay 15
- Send a reminder to everyone signed upDay 27
Final week
- Order food and drinks for the sign-up count, minus a third for no-showsDay 25
- Collect slides from speakersDay 26
- Check the projector, mic and wifi at the venueDay 27
- Print name tags and a sign for the doorDay 28
On the night
- Set up the room and test the screenDay 29, 17:30Urgent
- Welcome people at the doorDay 29, 18:30
- Open: housekeeping, sponsor thanks, next eventDay 29, 19:00
- Talks and Q and ADay 29, 19:05
- Take photos for the recapDay 29, 19:30
- Pack down and leave the room as you found itDay 29, 21:30
After
- Thank speakers, sponsor and venueDay 30
- Share slides and photos with attendeesDay 31
- Note what to change next timeDay 31
About this template
A meetup evening looks easy from the audience. Behind it are a venue, two or three speakers, food, a sign-up page and a room that has to be set up and packed away by the same few people.
Dates count forward from today with the event about four weeks out. The evening itself has a run sheet so the host is not guessing on the night.
Tips from the template
- Apply it four weeks before the night, or shift the dates.
- Put speaker names into the speaker tasks once they confirm.
- Hand the run sheet to whoever is hosting.
How to use it in ActivityTracker
- 1Open Tasks and choose Templates.
- 2Find Running a meetup night and open it. You see every section and task before anything is added.
- 3Pick the day you start, or the day it has to be done by. Every date moves with it.
- 4Press Use template. Rename the project, then work down the list.
Templates like this one
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4 sections, 24 tasks
Questions
Run it with the dates filled in.
Book a walkthrough to see the templates in the app.