> For the complete documentation index, see [llms.txt](https://jmperafan.gitbook.io/meetups/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://jmperafan.gitbook.io/meetups/before-the-meetup/sponsors.md).

# Sponsors

Arguably, the first step should be finding a sponsor. Who is going to pay for your Meetup?

It is possible to organize a Meetup for free. But generally, **Meetups costs to between € 200 to € 3000** (if you go big). You can always pay from your own pocket, but it is generally better to find a sponsor.

{% hint style="info" %}
One time, I had to pay € 250 out of my own pocket. But it was worth it! #noragrets
{% endhint %}

## How to convince sponsors? <a href="#how-to-convince-sponsors" id="how-to-convince-sponsors"></a>

Don’t be afraid to reach out directly to:

* Vendors (e.g. Databricks, Snowflake).
* Big companies.
* Universities.
* Tech Bootcamp providers.

Most of them are happy to sponsor. Especially, if you already have a well-established Meetup.

Be aware they might expect something in return. They might want to appoint speakers, hang banners, hand out swag, or a shout during the event. Additionally, they might nudge to avoid certain topics or speakers.

{% hint style="info" %}
A Meetup cancelled my talk because one of our competitors was hosting the event
{% endhint %}

## What are some of the common costs? <a href="#what-are-some-of-the-common-costs" id="what-are-some-of-the-common-costs"></a>

#### Venue <a href="#venue" id="venue"></a>

Most companies will allow to use their offices for free. However, this might not always be the case. You can try asking a restaurant/bar to host it in exchange for consumption. But you might ultimately have to rent a venue.

As an indication, nice venues in Amsterdam capable of hosting groups of up to 50 people will charge you an average of € 80 to € 300 per hour.

{% hint style="info" %}
I personally paid € 76 an hour for a venue back in 2019. The only reason we got that rate was because we were organizing a non-profit, cultural event.
{% endhint %}

#### Equipment <a href="#equipment" id="equipment"></a>

Most venues will come with a beamer, cables, camera, and microphones. However, you might have to rent or buy these things.

{% hint style="info" %}
Always bring a laptop, HDMI cables, and HDMI adapters. Especially the HDMI to Mac adapter!
{% endhint %}

#### Food & Drinks <a href="#food-and-drinks" id="food-and-drinks"></a>

It is not a must, but most attendants will expect food and drinks (both alcoholic and non-alcoholic). If people have 3 slices of pizza and 3 beers on average, we are looking at a price of € 7 to € 15 per person. This is much higher if you are paying restaurant/bar prices.

{% hint style="info" %}
Don’t go cheap on drinks! The most valuable interactions happen during the drinks. One beer can be difference between hiring somebody or going home early.
{% endhint %}

#### Hospitality <a href="#hospitality" id="hospitality"></a>

You need to coordinate with the speakers, serve the food and drinks, entertain the guest, and maybe record the event. If you can’t find volunteers, hiring somebody can costs you no less than € 50 per hour.

{% hint style="info" %}
I generally do all these roles on my own. But it can be quite time consuming.
{% endhint %}


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