Planning Guide
The Tech Meetup Organiser's Checklist
Practical checklist for tech community organisers. Covers laptop requirements, bandwidth planning, speaker slots, swag ordering, and RSVP management — built for real tech events.
Running a tech meetup event isn't like organising other community events. You're managing laptop requirements, bandwidth limits, speaker timing, and swag logistics all at once. This guide covers the specific stuff tech community managers, coding bootcamp coordinators, and developer group organisers actually need to know — with a focus on the details that separate smooth events from chaotic ones.
Tech meetup events fall into distinct formats, and each has completely different technical demands. A casual tech talk is nothing like a hands-on coding workshop or a hackathon. Get this decision right first, because it determines your venue, your promotion timeline, and what questions you'll need to ask potential attendees.
Choose your format (and know what it requires)
Tech talks = AV setup + projector/screens, no laptops needed. Coding workshops = 1 laptop per 1-2 people, strong WiFi essential. Hackathons = sustained power, high bandwidth, fast internet. Job fairs = tables + demo laptops. Open source sprints = quiet spaces + good WiFi. Each is a completely different logistics problem.
Decide: recurring or one-off?
Weekly tech talks build community habit and predictable attendance. One-off workshops (especially paid ones) generate urgency and higher conversion. Most thriving tech communities do both — regular talks + 4-6 special workshops per year.
Set realistic capacity based on laptop/space needs
Don't just count heads. For a hands-on workshop, can your venue handle 30 people with 15-20 laptops running code? Can the WiFi handle 25 simultaneous connections without dropping? Your real capacity is limited by tech, not just square footage.
Define what attendees need to bring (or provide)
Laptop-required? What OS? Can beginners use online IDEs instead? Do you provide loaner laptops? Will you provide power cables? Clearly communicate this on the RSVP page — vague requirements cause day-of chaos.
Frequently asked questions
How much WiFi bandwidth do I actually need per person for a coding workshop?
Plan for 5-10 Mbps per person during download-heavy periods (cloning repos, installing packages). A workshop with 20 people needs at least 100-200 Mbps total capacity. But that's theoretical — test the venue WiFi with 20+ devices connecting simultaneously doing actual work (npm install, git clone) before committing. Many venues advertise '500 Mbps' but only deliver 50 Mbps in the meeting room.
How many loaner laptops should I have for a beginner coding workshop?
Aim for 30% of expected RSVPs. If you expect 30 people, have 10 loaner laptops available. Pair up the people without laptops. Always have 1-2 extras in case someone brings a broken machine. Pre-install all required software (IDE, runtime, Git) the day before so you're not setting up mid-event.
What's the best way to manage speaker slots and prevent no-shows?
Use a simple Google Form for speaker applications that closes 3 weeks before your event. Ask: speaker name, topic, duration needed, any AV/technical requirements. Once they submit, send a confirmation email with date/time and ask them to confirm attendance 1 week before (send a calendar invite). Track confirmations. If someone doesn't confirm 1 week before, reach out directly. For speakers in timezones where they might forget, send a 24-hour reminder the day before.
When should I order swag, and how much?
Order swag 2-3 weeks before the event, not 2 months before. Base quantity on 80% of your actual RSVP count — not 100%. If you expect 50 people and 45 RSVP, order ~35 shirts. You'll always have leftover shirts; they cost money and take up space. For recurring monthly events, skip physical swag — it's too much overhead. Do it once a year or for milestone events.
How do I reduce no-shows for my tech meetup?
Three things work: (1) Set a capacity limit so people feel they have to commit, (2) Use Who's In's automatic 48-hour reminder — this alone reduces no-shows by 30-40%, (3) Follow up with no-shows after the event to re-engage them. Also, schedule recurring events at the same day/time each month — people build the habit. Recurring events at consistent times have 60-70% RSVP-to-attendance rate; random events are 40-50%.
What AV equipment do I actually need for a tech talk?
Minimum: a projector, screen, HDMI cable, and VGA adapter (for backup). Have a second HDMI cable. Test the projector with the speaker's laptop 15 minutes before. Get a backup external display if possible (borrow from someone). Pro move: ask speakers to upload their slides to a shared Google Drive or Dropbox the day before, so you can present from your laptop if theirs fails. Keynote presentations sometimes don't render correctly on projectors — test this specifically.
How far in advance should I schedule speakers for a monthly tech meetup?
Confirm speakers 3-4 weeks before the event. This gives you time to do a tech run-through, chase down speakers who go quiet, and find a replacement if someone backs out. Most speakers want at least 2-3 weeks to prepare, so opening speaker applications 5-6 weeks before is ideal. For recurring monthly events, you can approach speakers 2-3 months in advance and lock in 'first Thursday of each month' as a standing slot.
Should I record tech meetup talks?
Yes, if you have the capacity to post them within 24 hours. Use OBS (free, open source) or Riverside.fm (free tier available). Recorded talks drive attendance to future events — people who watch the recording often become new attendees. Post slides and recordings on GitHub, your website, or YouTube within a day of the event. Don't let them sit — distribute content quickly while it's fresh.
Ready to collect RSVPs for your tech-meetup events?
Who's In is free, takes 2 minutes to set up, and requires no app download for attendees.
