This is your event, but we want to help support you in having a successful meet-up however we can. Check out the guide below and email Pastor Kip at firstname.lastname@example.org if you have any questions.
Two Weeks Before Launch
Invite People – Give them a call, use social media, or shoot them a text. Don’t forget to personally invite some folks to your meet-up. Your meet-up will also be publicly communicated on the Meet-ups webpage and the Kessid app.
Make a Plan – If your meet-up relies on outside circumstances, such as weather conditions or a reservation, make sure to figure out the details before it’s too late. If necessary, make an agenda for the day of and communicate it to your RSVPs.
Check your Email – All of your RSVPs will be sent to you by email. It’s a good idea to reply to any RSVPs welcoming them. If your meet-up fills up, you want to avoid having to turn away additional people—email the Meet-ups Lead as soon as possible so they can take it down from the website/app.
Digital Waivers – If your meet-up involves any potential physical dangers, the Meet-ups Admin will have given you info about the Meet-ups Digital Waiver. You can reply to those who RSVP, reminding them to complete the waiver before the meet-up, or use your own smartphone, laptop or tablet in-person the day of to have them sign the waiver.
Two Days Before Launch
Check-in with your RSVPS – Not everyone is a planner like you. Be sure to send out an email and/or personal texts to tell everyone when and where to meet, to sign any necessary waivers, as well as what they need to bring. If your meet-up is recurring, personally contact newcomers and don’t be afraid to ask regular attendees to help with the details.
Need to Cancel? – If you are uncomfortable with the number of people who RSVP, or if the weather or plans change, feel the freedom to cancel your meet-up at any point. Just make sure you let your RSVPs know ahead of time, and email Pastor Kip at email@example.com if you need to remove your meet-up post from the website/app.
Choose a Chat Method – If your meet-up will be recurring, consider creating a Facebook or text group for ongoing communication with your regular attendees. Tell people about it at your meet-up and in your follow-up email.
Arrive Early – Make sure to arrive early to welcome and orient people when they show up.
Double-Check the Waviers – If your meet-up requires a waiver, be sure everyone who shows up has signed one, especially if someone brings guests who didn’t RSVP beforehand.
Stay Safe – Remember, this is your event. Encourage responsibility among everyone involved so that everyone stays safe and comfortable.
Get to Know Stories – You don’t just go to church together; you are the church. Be intentional with your conversations and get to know the stories of others.
Capture the Moments – Remember to take photos and/or videos of your meet-up for sharing afterward.
Talk about the Future – If your meet-up is going to be recurring, let people know the next time you’re going to meet.
The Week After Launch
Share the Story – Send any photos or videos you’d like to share to Pastor Kip at firstname.lastname@example.org to share the story of your meet-up with the rest of Reach. Include a couple sentences!
Follow Up – After your meet-up, reach out to the people who attended:
Start by thanking them for coming!
Ask them to send any photos/videos they would like to share with the rest of Kessid to Pastor Kip at email@example.com, along with a couple of sentences describing your meet-up.
Ask how their experience was and if they have any ideas they’d like to share for meeting in the future. If your meet-up is recurring, tell them how you’ll be communicating in the future if it’s not over email (Facebook Group, text, etc).
Maintain your Meet-up listing: We want to ensure that meet-ups stay fresh and have a high level of engagement from both hosts and participants, so we require all recurring meet-ups to be renewed on our trimester schedule. This gives our hosts an easy exit if they feel the meet-up has reached a natural end, or if their availability changes. It also helps us be sure that no one signs up for a meet-up that has fizzled out already.
The other way to make sure that we are delivering the best experience for participants is to keep the event calendars up-to-date for each meet-up. When a new meet-up is created, we will set up the initial event (one-off or recurring), but it is your responsibility to email us changes (email to firstname.lastname@example.org).