It's the big day. You've done the planning, and now you just need to be a friendly host. This guide walks you through the evening from setting up to saying goodbye. It includes a welcome script you can read word for word, a few icebreakers, and tips for keeping things on time. Remember: people mostly come to meet each other. If they leave having had a good conversation, you've done your job.
Before people arrive#
Get there 20 to 30 minutes early. This gives you time to settle in before anyone walks through the door.
Name badges#
Name badges help everyone relax. Nobody has to remember names, and quieter people find it easier to join in.
- Ask people to write a first name or nickname only. Full names aren't needed, and some people prefer privacy.
- Invite people to add a small line, like "new to Zcash" or "ask me about wallets". It sparks conversation.
- Offer photo-preference stickers: a "no photos" dot for people who don't want to be photographed, and a "photos OK" dot for people who don't mind. Explain them briefly as people arrive.
Greeting people#
Greet every person as they arrive. A simple script:
Hi, welcome! I'm [name], one of the organisers. Grab a name badge, first name or nickname is fine. Is this your first time? Let me introduce you to someone.
Then actually introduce them. "This is Sam, they came last month and know lots about privacy tools." Introductions are the single most useful thing you can do all night.
The five-minute welcome#
About 15 to 20 minutes after the start time, once most people have arrived, give a short welcome. Stand up, get people's attention kindly, and keep it under five minutes. Here's a script you can use or adapt.
Hi everyone, and welcome to the [City] Zcash Meetup! I'm [name] and this is [co-organiser]. Thanks for coming, and a special welcome if it's your first time.
A quick word on what this is. We're a community-run group for people interested in Zcash, which is private digital cash, and in privacy more broadly. You don't need to know anything to be here. All questions are good questions. We're not official, and nobody here is selling anything.
Here's the plan for tonight: [a short talk at 7:30, then chat until 9].
A few house rules to keep everyone safe:
- Never share your seed phrase, the secret words that back up your wallet. Not with me, not with anyone. Nobody legitimate will ever ask for it.
- Please don't talk about how much you hold. It's private, and it keeps everyone safe.
- Ask before taking photos. If someone has a "no photos" sticker, please respect it.
- If anyone messages you after tonight offering help, deals or support, be careful. Nobody from this group will DM you first.
- We have a code of conduct. Be kind. If anything makes you uncomfortable, come and find me or [co-organiser].
Thanks to [venue] for hosting us. Please do order something from the bar or counter. Enjoy the evening!
The intro talk#
If you're running an intro talk, start it straight after the welcome. Use the Teaching Zcash in 20 minutes guide and its slide deck. It has speaker notes for every slide.
Tips for the talk:
- Keep it to 20 minutes. Set a timer on your phone.
- Leave at least 15 minutes for questions.
- Repeat each question before answering, so everyone hears it.
- If you don't know an answer, say so and offer to find out. You can point people to ZecHub (opens in a new tab).
Icebreakers#
Icebreakers help people start talking. Choose one, and keep it light. Nobody should feel forced to share.
Pair-and-share (10 minutes)#
Ask people to turn to someone they don't know and share: "What made you come tonight?" After three minutes, swap partners.
One-word privacy#
Go around the room. Everyone says their first name and one word that comes to mind when they hear "privacy". It's quick and often surprisingly funny.
Question cards#
Write simple questions on cards and leave them on tables. For example:
- What's one thing you'd never want posted publicly?
- When did you first hear about Zcash?
- What would you like to learn tonight?
The "ask me" corner#
Have one or two experienced people wear an "Ask me about Zcash" sticker and sit at a marked table. Newcomers know exactly where to go.
Keeping time#
A meetup with a clear rhythm feels relaxed, not rushed. Ask your co-organiser to help keep time.
| Time | What happens |
|---|---|
| 0:00 | Doors open, greetings, badges |
| 0:15 to 0:20 | Five-minute welcome |
| 0:20 to 0:40 | Intro talk (optional) |
| 0:40 to 0:55 | Questions |
| 0:55 to 1:45 | Open chat, icebreakers |
| 1:45 | Wrap-up and next date |
| 2:00 | Close, tidy up |
If one person is dominating the conversation, gently step in: "Great point. Let's hear from someone who hasn't spoken yet."
Wrapping up#
About 15 minutes before you need to leave, gather everyone for a quick close.
Thanks so much for coming, everyone. Our next meetup is on [Day, Date] at [venue]. You can find it on our group page at [link]. If you'd like to help organise, or have an idea for a future topic, come and talk to me. Please get home safely, and remember: nobody from this group will ever DM you first. See you next month!
Announce the next date on the night. This is the most important thing you'll say. People who leave with a date in their head are far more likely to return.
After everyone leaves#
The report asks for rough numbers only, never names. It helps show what meetups achieve on the impact page. Well done. You ran a meetup!