Organizing a meetup

gistfile1.txt

# Organising a meetup

## Day considerations
- Avoid the first Thursday of the Month
- If we host at Takealot, remember that they have Drinkalot on Thursday

## Sponsors
Sponsors to list:
- Venue
- Drinks
- Food
- Swag
- JetBrains

## Venues

### Finding speakers
This will likely be the hardest part of organising the meetup, so start early. Always good to think of a backup plan, e.g. if the speaker cancels at the last minute, maybe have someone who has done talks before and will be attending.

- https://events.offerzen.com/speakers

### OfferZen T-Shirt Order Ratio

To attempt to accommodate for everyone, what I've currently been ordering is

- Men's
    - 1 Small
    - 2 Medium
    - 2 Large
    - 1 Extra Large
- Women's
    - 1 Small
    - 2 Medium
    - 1 Large

### Pizza Formula

Currently accepted pizza calculations are in the range of `.3 ~> .4` medium pizzas per RSVP. This accounts for the 20~40% no-shows that happen.

## Checklist

* [ ] Confirm speaker
* [ ] Decide on Date
* [ ] Book venue
* [ ] Create meetup.com event
* [ ] Publish meetup.com event
* [ ] Order swag from [OfferZen](https://docs.google.com/forms/d/e/1FAIpQLSd84UyUrTV8WJxeooxRattO0yZMIqpuYFkEvxHpgQdcS9AZow/viewform) (at least 7 working days before)
* Twitter
  * [ ] Immediately to announce
  * [ ] 1 week before
  * [ ] on the day to remind
  * [ ] 1 day afterwards, thanking venue
  * [ ] 2 days afterwards, thanking sponsors
    * [ ] Post photo of OfferZen speaker + gift (if given)
    * [ ] Post photo of JetBrains winner (if given)
* [ ] Announce on ZATech

### On the day
* [ ] Buy drinks (optional)
* [ ] Order food (optional)
* [ ] Pick the oldest JetBrains license mailed (look for one without a reply)
* [ ] Take photo of OfferZen speaker gift (if given)
* [ ] Take photo of JetBrains winner (if given)