Meetup Organisation - LaravelLiveDelhi: Standard Operating Procedure (SOP)

1. Planning Event Date/Weekend:

• Identify potential dates for the meetup, considering weekends later in month.
• Check for any major events/holidays/long weekend that might conflict with the chosen date, we should avoid such weekend.
• Planning should be at least 3 week ahead of the meetup, in somecases, it can be earlier as well.

2. Venue Selection:

• Reach out to friends and local companies for potential venues.
• Ensure the venue has a sitting capacity of at least 20-30 people, along with a projector and AV system.
• Finalize the venue based on availability, accessibility, and suitability for the meetup.

3. Announcement of Date and Venue:

• Create visually appealing posters using Canva.
• Spread and promote posters through social media and local tech communities.
• Update the event details on the official website.

4. Event Listing on Platforms:

• Create an event on popular platforms allevents.in to maximize reach.
• Provide comprehensive event information, including date, time, venue, and agenda.

5. Call for Speakers:

• Announce a call for speakers on social media and community forums.
• Review speaker submissions and finalize the lineup based on expertise and relevance to the audience.
• Upon speaker finalisation, create individual posters for each speaker on canva and promote.

6. Registration Process:

• Launch a registration campaign through the official website and event platforms.
• Registration could be free or 100 rupees depending upon sponsor.
• Engage with the community to encourage registrations and participation.

7. Schedule Preparation:

• Develop a detailed schedule for the meetup, including speaker sessions and networking breaks.
• Share the schedule with registered attendees in advance.

8. Day-Before Communication:

• Reach out to registered attendees a day before the meetup to provide event details and answer any queries.
• Ensure all logistics are in place for a smooth event.

9. Day of the Meetup:

• Stay available for calls to assist attendees with directions or any last-minute concerns.
• Execute the meetup according to the planned schedule.

10. Post-Meetup Activities:

• Conclude the meetup with a networking session, snacks, and a group photo.
• Post event updates and highlights on social media platforms.

11. Website and Social Media Updates:

• Update the official website with the latest meetup entry, photos, and posters.
• Share post-meetup content on social media platforms to maintain engagement.

12. Attendee Feedback:

• Send a feedback email to attendees, thanking them for participation.
• Gather and analyze feedback to improve future meetups.

13. Attendance Tracking:

• Maintain an Excel sheet to record attendee details and mark those who were present.
• Use this data for future communication and analytics.

This SOP serves as a comprehensive guide for organizing a successful Laravel meetup. Share this document with new volunteers as well once onboarded to ensure consistency and efficiency in event planning.