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This is a guide for those who are interested in running a Hyperledger meetup. We encourage you to start a meetup in your area if there is not one nearby. If you are interested in becoming a meetup organizer, please read this guide and then contact us.
This is also a living document, so feel free to edit the page to add tips or suggestions and please let us know if there is information you’re looking for that isn’t here. You
Other Useful Resources
In addition to the information in this guide, you may also find these resources from meetup.com to be a helpful:
meetup.com's Organizer Best PracticesGuide
meetup.com's Product Help Center for Organizers
Becoming a meetup organizer
If you like networking, organizing venues and finding interesting speakers, then you would make a good meetup organizer.
The process for being approved as an organizer is simple — after contacting us, we’ll find time to speak with you. During that call we’ll make sure that you’re serious about taking on the role and we’ll walk you through the support we offer (this guide also describes the support available).
We also encourage you to share responsibilities with others and not do it all yourself. From experience, we’ve found that having 2 or 3 co-organizers for a meetup is ideal and allows you to share tasks and to not get blocked if you become too busy with other things for a period of time.
Please do not create a meetup without the intention of leading the group. While we love to see interest in spreading Hyperledger around the world, the most successful meetup groups have consistent local leadership and representation.
Using meetup.com
We will set up a new meetup group on the meetup.com site for you and will link it to the other Hyperledger meetups hosted there. We will name your group after the city or region where you live, such as Hyperledger San Francisco or Hyperledger Morocco. The site has a range of tools you can use to help organize your events. If you’re not familiar with that site, please see meetup.com's article about using their organizer tools.
New meetup groups will get created using Hyperledger branding, although you can make changes to the design of your group pages. When posting images and captions for your meetup, please consider using images of the Hyperledger official logo, event speakers and attendees, and the local city and event space as well as including captions that are concise and considerate. Productive posts combine engaging photos with captions that are lively and powerful without resorting to sensationalism. If you have any questions please contact us.
Although we recommend that you use meetup.com, we do recognize that there may be reasons why using that site isn't the best fit for your local community. For example, meetup.com isn't accessible in China so that community uses http://www.huodongxing.com/. Please contact us if you want to discuss other event hosting platforms. Note that these guidelines for running meetups will still apply and that we may also create a group on meetup.com to point to where you are hosting your event in order to better promote your activities.
Collaborating with other organizers
There are over 100 Hyperledger meetup groups around the world and you can tap into the expertise and ideas of other organizers by collaborating with them on the following channels. We encourage you to sign up, introduce yourself and ask any questions you have.
Scheduling and promoting meetups
We recommend planning to organize a meetup every 2 to 3 months, although your should gauge the interest from your local community and adjust the timing as needed. Announcing your event at least 3 to 4 weeks in advance will give people time to plan to attend.
We also recommend being clear about what audience you are planning for when you schedule a meetup. For instance, is your event for developers, end users, those looking to get started with Hyperledger or some combination? Is the level of content going to be for a beginner, intermediate or advanced audience?
Once you’ve got your event scheduled, you’ll want to let people in your area know about it. The specific local channels to use will vary in different areas, but consider:
attending blockchain events near you
speaking to companies using Hyperledger
reaching out to students at nearby universities
sharing on your social networks using the #Hyperledger hashtag
We've also provided two image templates that you're welcome to use to create digital banners to promote your event. You can see examples of the templates below:
To use the templates:
Go to the Google Doc presentation version of the template and make a duplicate copy of the file
Add the information for your event in one or both of the slides
Go to File > Download As to get a version of the image in a format you can use on your meetup page, Twitter or wherever you'd like to share it.
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- meetup.com's quarterly webinar series for Hyperledger organizers
- October 8, 2019
- Part One (video) and (slides): Covers tips on how to promote your group, contact your members and gives a status update on using WeWork spaces for meetups
- Part Two (video) and (slides): Amol Kulkarni discusses how the community ran the National Indian meetup and how others can do the same and Adrian Avendano talks about how GST runs their meetups and demos a tool they are building to help organizers connect with speakers
- June 4, 2019 webinar (video) and (slides): Recaps tips from previous webinar and includes tips on how to transition leadership when an organizer steps down and engaging group members between events
- March 27, 2019 webinar (video) and (slides): Covers how to get people to show at events, how to find speakers, how to build a leadership team and meetup.com product updates.
- October 8, 2019
Becoming a meetup organizer
If you like networking, organizing venues and finding interesting speakers, then you would make a good meetup organizer.
The process for being approved as an organizer is simple — after contacting us, we’ll find time to speak with you. During that call we’ll make sure that you’re serious about taking on the role and we’ll walk you through the support we offer (this guide also describes the support available).
We also encourage you to share responsibilities with others and not do it all yourself. From experience, we’ve found that having 2 or 3 co-organizers for a meetup is ideal and allows you to share tasks and to not get blocked if you become too busy with other things for a period of time.
Please do not create a meetup without the intention of leading the group. While we love to see interest in spreading Hyperledger around the world, the most successful meetup groups have consistent local leadership and representation.
Using meetup.com
We will set up a new meetup group on the meetup.com site for you and will link it to the other Hyperledger meetups hosted there. We will name your group after the city or region where you live, such as Hyperledger San Francisco or Hyperledger Morocco. The site has a range of tools you can use to help organize your events. If you’re not familiar with that site, please see meetup.com's article about using their organizer tools.
New meetup groups will get created using Hyperledger branding, although you can make changes to the design of your group pages. When posting images and captions for your meetup, please consider using images of the Hyperledger official logo, event speakers and attendees, and the local city and event space as well as including captions that are concise and considerate. Productive posts combine engaging photos with captions that are lively and powerful without resorting to sensationalism. If you have any questions please contact us.
Although we recommend that you use meetup.com, we do recognize that there may be reasons why using that site isn't the best fit for your local community. For example, meetup.com isn't accessible in China so that community uses http://www.huodongxing.com/. Please contact us if you want to discuss other event hosting platforms. Note that these guidelines for running meetups will still apply and that we may also create a group on meetup.com to point to where you are hosting your event in order to better promote your activities.
Collaborating with other organizers
There are over 100 Hyperledger meetup groups around the world and you can tap into the expertise and ideas of other organizers by collaborating with them on the following channels. We encourage you to sign up, introduce yourself and ask any questions you have.
Scheduling and promoting meetups
We recommend planning to organize a meetup every 2 to 3 months, although your should gauge the interest from your local community and adjust the timing as needed. Announcing your event at least 3 to 4 weeks in advance will give people time to plan to attend.
We also recommend being clear about what audience you are planning for when you schedule a meetup. For instance, is your event for developers, end users, those looking to get started with Hyperledger or some combination? Is the level of content going to be for a beginner, intermediate or advanced audience?
Once you’ve got your event scheduled, you’ll want to let people in your area know about it. The specific local channels to use will vary in different areas, but consider:
attending blockchain events near you
speaking to companies using Hyperledger
reaching out to students at nearby universities
sharing on your social networks using the #Hyperledger hashtag
We've also provided two image templates that you're welcome to use to create digital banners to promote your event. You can see examples of the templates below:
To use the templates:
Go to the Google Doc presentation version of the template and make a duplicate copy of the file
Add the information for your event in one or both of the slides
Go to File > Download As to get a version of the image in a format you can use on your meetup page, Twitter or wherever you'd like to share it.
We can also use the Hyperledger Twitter account and blog to help you promote your meetups. Sharing photos and write-ups of a successful event will get visibility for your group and will get people to sign up to be notified of future events. We can also share announcements of upcoming events and encourage people to attend. Please contact us about sharing photos, write-ups or announcements.
There is no requirement to share news about your events, although we will be able to provide you with better support if we understand what you are doing with your meetup group.
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The Hyperledger Technical Ambassador program has community members who are knowledgeable about Hyperledger projects who also want to help people learn more about the technology. Connecting with Ambassadors is a great way to find a speaker who can attend an event either in person or by joining remotely. Other meetup organizers are also available to speak at your events – check out the Meetup Speakers tracking document for more information.
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Providing a
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Different meetup groups will have different needs for venues — some groups will have big communities and will need a larger venue and some groups will be smaller and can use smaller spaces.
If you’re just getting started and have a small number of members, you can meet informally in a coffee shop or other public space. Once you start getting a larger number of people though you’ll need to find a more formal meeting space that will allow for you to project slides, use a microphone, etc.
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positive experience
Hyperledger is committed to providing a positive experience for community members both online on our community tools and offline at Hyperledger gatherings. Please make sure to read our Code of Conduct to learn more about the acceptable behaviors that all meetups should follow.
The meetup.com site also provides a way for you to receive feedback from attendees of the events you hold. We encourage you to look through this feedback to learn both about what people are liking about your meetups and where people are providing suggestions about how to improve the experience. Note that this feature on meetup.com is in beta stage and isn't available for all meetups groups at this time.
Selecting a venue
Different meetup groups will have different needs for venues — some groups will have big communities and will need a larger venue and some groups will be smaller and can use smaller spaces.
If you’re just getting started and have a small number of members, you can meet informally in a coffee shop or other public space. Once you start getting a larger number of people though you’ll need to find a more formal meeting space that will allow for you to project slides, use a microphone, etc.
If you are working at an organization or are at a school, you may have easy access to space. If you don’t have access, many organizers have been able to find hosts in their local community who are happy to provide space for events. And considering that most meetups happen after working hours, it is often not a conflict for an organization or school to provide space in the evenings or on weekends.
For more ideas about venue options, check out Meetup.com's Finding the right venue for you support article.
Getting sponsorships and funding
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Sponsorship is limited to venue sponsorship (existing office space can be donated for an event or a third party space could be funded) and food and beverage sponsorship
Sponsorship dollars should not exceed the cost of either the venue or the food and beverages. Since the Hyperledger project is part of a non-profit with a mission to build and promote open source technologies, there should be zero profit involved in running meetups.
Events must remain vendor agnostic. Sponsors can be recognized by adding their name/logo on the Meetup event page and thanked at the beginning of the meetup, but it should be clear that all events are run by the Hyperledger community and not by any specific organization.
Sponsors may speak at a meetup just like any other person or organization is welcome to speak at a meetup. Any talk a sponsor gives needs to relate to what they are doing with Hyperledger though and product pitches in return for sponsorship dollars are strictly forbidden.
Sharing of any attendee data with sponsors is also strictly forbidden.
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with Hyperledger though and product pitches in return for sponsorship dollars are strictly forbidden.
Sharing of any attendee data with sponsors is also strictly forbidden.
Running virtual meetups
Meetup organizers are encouraged to consider running virtual meetups online when that makes sense for your local community members. The tools provided by meetup.com for organizing in person meetups will also help you promote a virtual event, handle registration and communicate with attendees. For more about using meetup.com's tools to organize a virtual meetup, see their support article Hosting an online event on Meetup. And note that creating an online event on Meetup is a little different than creating an in person one – in particular, make sure when creating an event that you select the box for "Online Event" and add the video conference link.
Hyperledger has Zoom accounts that we can make available to organizers to use for running a virtual meetup. Before requesting access to a Zoom account, please read our Managing Zoom Meetings guide. To request access to a Zoom account, contact us with information about the day and time you are hosting the virtual meetup. We will then schedule the Zoom account and send you details on how to dial-in and record your events. Zoom offers two options – they have a meeting mode which provides an open call that allows for attendees to take part in discussions and a webinar mode that is more focused on one person presenting information out to a group.
And please let us know about virtual meetups you are planning so we can help you promote them. Since the virtual events aren't limited to who can physically travel to a specific location, we can help promote the meetup beyond your group members. For instance, we can send this to other meetup groups in a similar time zone or to other meetup groups who may be interested in the content (such as reaching out to all meetups in Spanish speaking countries if you are planning a virtual event with content in Spanish).
For tips for running effective meetups, we encourage organizers who have done this before to please share ideas and suggestions on the meetup organizer's mailing list and we'll add good ideas here. We'll also link to useful resources below:
- Meetup Webinar: Bringing Events Online
- Meetup Webinar: Strategies to Increase Your Online Event Show-ups
- Supporting a Community When Real Life Events Aren't Possible
- A Comprehensive List of Tips, Tools, and Examples for Event Organizers During the Coronavirus Outbreak
- 20 Ideas to Engage Virtual Event Attendees
- Virtual Conferences & Events: A Comprehensive Guide to Doing It Right
Streaming and recording live events
Streaming and recording your events is not required, but it is something you may be interested in. If you are considering doing this, please note that some people don’t want to be on record when they attend these events and this may also have a chilling effect on what people are comfortable saying at an event. In addition, what you can legally record may vary across jurisdictions and you cannot record and stream copyrighted material, like music or other content, without a release.
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Active meetup groups (defined as a group that has held at least one meetup in the last 3 months) are eligible to receive free swag from our Hyperledger store to give away at their events. Organizers can make a new request for swag each quarter every 6 months and the amount of the coupon codes to use at the store will be based on the size of their group:
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