Host a Meet Up!

Overall elements to consider:

  • Team up with 2-3 other DYL alums to split tasks and brainstorm

  • Determine format (virtual or in-person)?

    -In-person requirements include: food, parking, location, directions on how to navigate the campus/site

    -Virtual requirements include: proper tech (i.e. Zoom or other video conferencing software, Miro if brainstorming is part of your program, etc.); “wizard of oz” tech behind the scenes; sharing hosting responsibilities and slides (ensure settings align with your program needs: polling, screen sharing between hosts, etc.)

  • Additional format considerations: 

    -Focused pre-selected topics: guest speakers carry participants through new concepts/ideas

    -Choose your own adventure’: several topics to choose from on the day of the event with a defined speaker/facilitator-Un-conference Style: participants form working groups to tackle shared ideas/concepts

  • Cost for attendees?

Suggested Timeline

3-4 months before date of event:

  • Build your hosting team:

    • schedule 3-4 meetings to check in on progress and problem solve together

    • split tasks (site host logistics, curriculum development, registration form building, reminder emails, collection of registration forms, PPT development, Miro development, Zoom links, feedback/follow-up with attendees)

  • Determine date/time/length of meet-up alumni event

  • Build registration form, include:

    • Full Name; Contact information (email + phone); Name of School/Institution; Topics of interest (pre-made list with “other”/write-in section); Way to collect attendance fees

2-months before date of event:

  • Send out registration form through DYL newsletter

  • Meet with hosting team to check in (everyone still on board?), and start building day-of plans (agenda, format)

1-month before date of event: 

  • Send out registration form through DYL newsletter (again)

  • Meet with hosting team to check in and continue building day-of plans

  • Consider any needed correspondence between the hosting team and registered participants – do you need participants to fill anything out (i.e. topics they’d like to discuss? Dietary needs?)?

1-week before date of event: 

  • Meet with hosting team to conduct a final run through of your program, and address any pending items

  • Finalize participants and ensure you received responses if you needed to correspond with them

2-3 days before date of event:

  • Meet with hosting team to conduct a final run through of your program

  • Address any questions that came through from folks who registered

After the event: 

  • Share all slides/materials with participants

  • Build follow-up survey and share results with your hosting team

  • Encourage participants to host their own Alumni Meet Up event, and serve as a resource for them