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UX Cocktail Hour Rotterdam logo

Event checklist

Below are some things that have proven to be useful to put on your to-do list.
See the hosting guidelines for a general outline of the event.

What we need to announce the event

  1. Location
  2. Date & Starting time
  3. General theme
  4. Number of seats available

Planning the meetup

(together with the UX Cocktail Hour organization)

  • Pick a topic that fits both your organization and the UX Cocktail Hour
  • Find speakers to go with the topic - Is there perhaps a workshop possible too?
  • Determing the number of people that can attend.
  • Determine the language for the evening. Dutch is our preference but English is no problem.
  • Pick a date. A Tuesday, Wednesday or Thursday works best.
  • Make a draft schedule. Leave ample time for networking and keep in mind that things always run late.
  • Provide a theme and short blurb that we can put up on the Meetup page. See other events for inspiration.

Ahead of the meetup

  • Set a budget for the evening - keep in mind that the UX Cocktail Hour organization has no budget available.
  • Set a more detailed schedule for the evening.
  • Check with building security and make sure attendees can enter without too much difficulty.
  • Ensure there is sufficient seating and place to hang coats.
  • Do some shopping for drinks and snacks (on average people drink 3 to 4 drinks).
  • Find somebody who will take pictures.
  • Invite your own network. If possible through the meetup site otherwise keep in mind the total available seats.
  • Share the event through your own social media channels. Refer people to the Meetup page to sign up.
  • Make a playlist with party music or look for your resident dj.
  • Enlist people to open the door, help with mixing drinks, handing out badges, etc.

On the day of the meetup

  • Put up signs so attendees can find their way to the right place in the building and to the toilets.
  • Put up signs if wifi is available.
  • Decorate the place. Also remove or cover any sensitive projects and materials.
  • Check if the projector/television is working properly and adapters are available.
  • Make sure badges are available for the attendees if you want to use those.
  • Have somebody at the door to check the RSVP list.

After the meetup

  • Clean up and do the dishes.
  • Make presentations available to attendees if possible.
  • Share photos and posts through your own channels (blog, twitter, linkedin, etc).
  • Share the photos on the Meetup page.
  • Relax. You just had a fun evening!