Application, Approval & Timeline

Application and Approval

Submit the application form — include chapter name and lead contact, proposed city and venue, estimated date, and expected audience size.
Wait for HQ approval — HQ verifies there are no duplicate events in your region, checks venue and timeline feasibility, and confirms chapter activity status.
Meet with Global AI HQ — a 30–45 minute call to review the event plan, roles and responsibilities, and support and promotional strategies.
Slack setup — HQ adds approved organizers to the private conference Slack channel in the Global AI HQ workspace for internal event coordination. If you have not received access, email hq@globalai.community with your chapter and event details. Discord remains the primary space for community connection and general chapter support.

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	Publish program highlights
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