Application, Approval & Timeline

Application and Approval

1. Submit the application form — include chapter name and lead contact, proposed city and venue, estimated date, and expected audience size.
2. Wait for HQ approval — HQ verifies there are no duplicate events in your region, checks venue and timeline feasibility, and confirms chapter activity status.
3. Meet with Global AI HQ — a 30–45 minute call to review the event plan, roles and responsibilities, and support and promotional strategies.
4. Slack setup — you'll be added to the Slack channel for ongoing coordination.

Planning Timeline

Timeline	Milestone	Organizer Actions	HQ Actions
Immediately	Open CFP	Set up Sessionize page; share on socials	Provide branding templates
8 weeks before	Lock venue	Confirm venue booking, begin promotion	Add event to Global AI website
6 weeks before	Close CFP	Finalize speakers, design schedule	Announce keynote speaker
6–5 weeks before	Open registration	Launch event page and ticketing	Boost promotion
2 weeks before	Final logistics	Confirm AV, catering, volunteers	HQ check-in call
0 weeks (Event)	Execute event	Onsite management and follow-up	Monitor global stream
+1 week	Post-event report	Share metrics, photos, and feedback	Publish recap blog