A good venue makes a meetup feel easy: people find it, hear each other and want to come back. You don't need anywhere fancy. A corner of a friendly café is often perfect. Here's what to look for, where to look and what to say when you ask.
What makes a good venue#
Look for a place that ticks most of these boxes.
- Public. A café, library, co-working space or bar where staff and other people are around. Never a private home, especially for a first meetup. Public places are safer for everyone.
- Accessible. Step-free entry, an accessible toilet, and seating for people who can't stand for long. Mention access details in your event post so people know before they come.
- Quiet enough to talk. If you have to shout, people leave early. Avoid live music nights and big screens showing sport.
- Free or cheap. Many places will host a small group for free if people order drinks or food. Avoid venues with a high minimum spend.
- Easy to reach. Near public transport, with clear directions.
- Open late enough. Check closing times. You want at least 30 minutes of spare time after your planned finish.
- Alcohol optional. Make sure there are good non-alcoholic choices so everyone feels welcome.
Where to look#
Places that already accept ZEC#
A venue that accepts Zcash is a lovely fit. Attendees see digital cash used in real life, and you support a business that supports the community. Search ZecMap (opens in a new tab) for places near you.
Libraries and community centres#
Many libraries have free, quiet, accessible meeting rooms for community groups. Book a few weeks ahead.
Co-working spaces#
Co-working spaces often host free evening events because it brings new people through the door. Ask the community manager.
Cafés and bars#
The classic choice. Ask for a quiet corner or back room at a quiet time. A weekday evening is usually easier than a weekend.
Universities and hackerspaces#
A student tech society or local hackerspace may have rooms and a ready audience.
How to ask a venue#
Venues want to know three things: how many people, when, and whether you'll be easy guests. Ask in person at a quiet time if you can, then follow up in writing.
Script for asking in person or by phone#
Hi, my name is [your name]. I'm organising a small, friendly meetup for people interested in privacy and digital cash. It's called the [City] Zcash Meetup. We're expecting about [8 to 15] people on [day, date] from [time] to [time]. Everyone will order their own drinks or food. Could we use a table or a corner? We'd love to make it a regular monthly thing if it works for you.
Follow-up message#
Hi [name], thanks for chatting today. Just to confirm: [City] Zcash Meetup, [day, date], [start time] to [end time], about [number] people, in [the back room / the corner table]. We'll order at the bar and tidy up after ourselves. We may put a small sign on the table so people can find us. Is there anything else you'd like us to know? My phone number is [number] if anything changes. Thanks again!
What to tell the venue#
Venues like hosts who are open and predictable. Let them know:
- What it is. "A community meetup about privacy and open-source digital cash. People chat, sometimes there's a short talk."
- What it isn't. No selling, no sign-ups for anything, no loud music. Nobody will hand out money or ask customers for anything.
- Numbers and timing. Your best guess at headcount, and when you'll arrive and leave.
- Signs and screens. Whether you'll put out a table sign, poster or use their screen.
- Photos. That you ask attendees before taking photos, and you won't photograph other customers.
If the venue is curious about accepting Zcash, you can give them a "For businesses" leaflet. Keep it relaxed with no hard sell. You're a guest first.
Venue checklist#
After the meetup#
Say thank you on the way out and send a short message the next day. If it went well, ask about a regular slot. "Every first Thursday at the same café" is one of the best things you can give your group.
Next step: Get your materials, then Promoting your meetup.