Event organization 101

Bringing people together in real life is one of the best ways to grow and energize your local AI community. In-person events foster stronger connections, encourage collaboration, and help create a sense of belonging. Whether you're sharing knowledge, working on projects, or just hanging out, these events can spark lasting engagement.

Organizing an event may seem daunting at first, but with a clear plan and the right support, it can be straightforward and rewarding. It will definitely get easier along the way when you do this more often. Here’s a step-by-step guide to help you get started:

1. Plan the Event

• Choose a topic or theme – This could be a talk, a workshop, a hack night, or just a casual gathering.
• Pick a date and time – Evenings during the week often work best.
• Estimate attendance – Start small if it's your first event (15–30 people is a great start).

2. Secure a venue

• Reach out to local tech companies, co-working spaces, or universities – Many are happy to host community events.
• Ask about essentials – Wi-Fi, seating, accessibility of location, projector/screen, and restroom access.
• Book early – Aim to lock in your venue 6-8 weeks in advance, but the sooner the better.

3. Find Sponsors

• Venue sponsors – Some venues will provide space for free in exchange for visibility or a short company intro.
• Food & drink sponsors – Reach out to local companies or even your own employer. Offer logo placement, shout-outs, and visibility on event pages.

4. Create the event

• Create the event in your chapter’s space on the Global AI Website. Include:
  • Clear title
  • Agenda
  • Speaker info (if any)
  • Location + time
  • Accessibility info
  • RSVP deadline

When the event is ready, you can enable registration.

5. Promote Your Event

• Share on social media – LinkedIn, X/Twitter, Instagram, etc.
• Post in relevant communities – Slack groups, Discord servers, mailing lists.
• Use the visuals as provided from the Global AI community
• Encourage attendees to invite friends – Word-of-mouth is powerful.

6. Engage Your Audience

• Welcome attendees – Introduce yourself, your chapter, and the Global AI Community.
• Thank sponsors and speakers
• Take photos – Great for post-event recaps and social media.
• Foster networking – Allow time for people to chat and connect before and after.

7. Follow Up

• Post a recap – Share photos, key takeaways, and thank sponsors publicly.
• Ask for feedback – A short survey helps improve future events.
• Stay in touch – Encourage people to join your chapter and follow your updates.