Hosting Your First Meeting

Overview

This page is a blueprint for planning and running your first user group meeting. The first one can feel like a big lift, but it gets easier with planning and lead time.

• Plan at least ~6 weeks ahead so you've got time to line up the details.
• Expect the two biggest lifts to be finding a speaker and finding a place (or platform) to host.

10-step framework

1. Define your group: choose a focus, identify your target audience, and draft a mission statement/group description.
2. Build your core team: recruit 1-3 co-organizers, assign roles (speaker coordinator, promotions, logistics), and set up communication (Teams, Slack, email).
3. Plan your meeting cadence: decide frequency, pick a consistent day/time, and avoid conflicts with other local events or holidays.
4. Secure a venue or platform: choose in-person/virtual/hybrid and consider accessibility and parking/transport options.
5. Create an agenda: keep it simple (intro → speaker → Q&A → networking); include icebreakers/interactive elements; share in advance.
6. Find a speaker: start with your network; use Sessionize; check the MVP directory; reach out to MVPs; share expectations and event details.
7. Promote the event: create an event page (Meetup, Eventbrite, or community platform), post on social media, and email your network.
8. Prepare for the day: arrive early/test tech; bring signage, name tags, refreshments, swag; have a code of conduct; run a slide reel (agenda, sponsor logos, QR codes).
9. Run the meeting: welcome attendees, introduce the group and speaker, manage time, facilitate Q&A and networking, and thank everyone.
10. Follow up: send a thank-you to all RSVPs, share slides/recordings/resources, collect feedback with a short survey, and announce the next event date.

Quick checklist

Need help finding a speaker? See Find Your Next Speaker, or reach out to [email protected].