Often, we feel confused when we want to host a meet-up: what kind of event to create, where to start, and when is the right time to kick it off. Don’t worry, you are not alone!
Here is a summary of tips from my experience, having been part of various meet-ups—ranging from intimate gatherings to massive events with 200 people. Let’s check out the steps!
1. Choose Your Concept: Virtual, In-Person, or Hybrid?
The very first step is deciding the format. Will your meet-up be an in-person gathering at a specific location, a virtual event, or a hybrid of both? Each offers its own kind of fun, so decide based on the audience you want to reach. If you feel an in-person event requires too much effort right now, hosting a virtual one is a great alternative. For instance, I started experimenting with virtual meet-ups last year, and this year I officially branded my series as “Connect through Stories.” Giving it a specific name has made it much easier to brainstorm and structure concepts for future events.
Here are some great tips for hosting a meetup: organize a successful meet-up
Tips for virtual meet-up and in person meet-up.
2. Determine the Timing and Theme
Choose your date and time carefully, aligning it with your event’s target. Are you hosting this meet-up to join a Connect challenge or hit your personal contribution goals? A trick I often use is checking the calendar for international celebrations to see if there are important days coming up. For example, for International Women’s Day (IWD), I hosted a meet-up focused on supporting women-owned businesses on Google Maps. For Friendship Day, we did a painting activity together. Or, probably celebrating your country’s independence day. Tying your event to a broader theme makes it much more engaging!
3. Budget Details & Sponsorship
Decide if the event will be completely free or paid (e.g., covering entrance tickets or sharing a meal). Make sure this information is communicated as transparently as possible from the beginning.
If you plan to partner with local businesses for sponsorship (like venue discounts or complimentary snacks), you must strictly follow the official Sponsored Meet-ups Guidelines. The most important rule to remember is that sponsorship must never influence contributions on Google Maps.
4. Create Eye-Catching Promotional Designs
You don’t need to be a professional designer to create promotional materials. Don’t hesitate to experiment with design tools like Canva. If you hit a creative block, I highly recommend browsing Pinterest. I always look there for design inspiration, not just for online social media posts, but also for physical printables like ID cards, greeting cards, and other small event details.
5. Submit Your Event to Connect
The golden rule: no last-minute submissions! Did a brilliant idea suddenly pop into your head? Write it down in a notebook first, but don’t rush to execute it. Take your time to finalize the concept before submitting it. I usually aim to submit my events to Connect at least 10 days in advance. However, for a larger or more regular series like “Connect through Stories,” I typically submit them a whole month before the event. This ensures it has enough time to get approved by the team and be seen by other Local Guides.
6. Promote on Social Media
Share your Connect meet-up link on your social media channels. A crucial tip: don’t rush it. Pace your promotional efforts gradually to keep potential attendees excited until the big day arrives. If you feel uncomfortable sharing community events on your personal social media accounts, I highly suggest creating a dedicated Instagram account for your local community. For example, I have been using the East Java Local Guides account for my promotions since 2023.
Please keep in mind not to use the official logo. Need a logo for your community? Check: Community logo and assets.
7. Preparation & Execution: Get a Co-Host
Hosting an event alone can sometimes be exhausting. If you need help with preparations or want to make the event more structured, invite other Local Guides to collaborate as co-hosts.
8. Write a Recap
Once the meet-up is over, don’t forget to share the fun! Write a recap on Connect using the 5 Ws and 1 H (What, Who, Where, When, Why, How) journalistic principles so your story is well-structured and informative. For virtual meet-ups, I usually record the session and upload it to YouTube later. Having this recording is incredibly helpful when it is time to write the recap. Need more photos? Turn this into a collaborative moment by inviting attendees to share their best shots in the comment section.
More tips about recap: write engaging meet-up recaps.
To wrap up, my biggest piece of advice is this: to me, a meet-up is not just about quantity; it is about the impact that happens afterward. It’s also not about the numbers! So, please do not worry if you are just starting out or if you feel like you only have a few attendees.
I hope this brief guide motivates you to start hosting your own meet-ups. I can’t wait to see your meet-up invitations!
