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Writer's pictureRoberta Popescu

Event Process for e/acc meet-ups

As e/acc meet-ups are just starting in Europe, and we recently held one in Bucharest, I have created a tailored event process for this specific type of event to assist others who may need it. Here you can find the steps to smoothly plan a successful and engaging e/acc meet-up.


Event Concept  

The e/acc meet-ups aim to bring together like-minded individuals who are passionate about collaborating on common projects. The event will provide opportunities for attendees to network, share ideas, and form meaningful connections within the e/acc community.


Event Schedule  

  • Registration: 30 mins

  • Intro & Networking Game: 1 hr

  • Presentations: 1 hr - 1 hr 30 mins

  • Networking: At least 1 hr (Ensure the venue is available for 2 additional hours post-presentations for extended networking over drinks)


Event Venue

Opt for a nice bar or pub. Venues typically charge for exclusivity, but you might find an underground venue willing to offer it for free. If you must pay, ensure the cost includes necessary AV equipment (projector, screen, speakers, mics, etc.).


Event Creation on Luma  

We recommend using Luma for its free features, including reminder emails and attendee check-in function. For series events, clone the initial event and update details as needed.  

If your event is in Europe, link it to this directory and share it on the EU/ACC meet-ups Discord channel.


Marketing  

Avoid paid marketing for e/acc meet-ups as this community is very niche and paid campaigns won’t make a difference. Use word of mouth, social media (particularly X), and Discord communities to promote the event.


Communications  

  • 3 Days Before: Send a general reminder

  • 1 Day Before: Send the detailed agenda and timings

  • Day of the Event: Send a short reminder


Feel free to send important updates well in advance, but avoid spamming registrants.


Event day preparation & Registration

On the day of the event, show up at the venue 2-3 hours before registration starts to arrange the room, test the audio-video equipment and make sure everything works properly.

Make sure you have a dedicated team member to deal with registration. When attendees start joining, check them in by using the Luma mobile app and provide name tags.


Attendee Engagement  

During the intro, present yourself as the host, introduce the team, explain house rules, and outline the schedule. Introduce the networking activity (e.g. networking bingo) to kick off the event.

Ensure the event remains fun, allowing ample time for discussions. Consider bringing interactive items related to the event (e.g. Apple Vision Pro, The Techno-Optimist Manifesto etc).

Select a suitable playlist for before and after presentations.


Presentations  

You should plan up to 4 presentations of max. 20 mins. each including Q&A.

  • Start with an introductory presentation about e/acc, followed by 2-3 additional presentations from different speakers.

  • Introduce each speaker and facilitate their Q&A sessions.

  • Conclude with action points and a prize for the networking activity.


Post-Event  

Send a follow-up email within 5 days, including:

  1. Summary of the event and presentations

  2. Action points (e.g. joining the Discord community)

  3. Information on upcoming events

  4. Feedback form


If you follow this process precisely, I promise your event will be both effective and easy to plan.


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