> 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/during-the-meetup/be-the-host.md). # Be the host {% hint style="info" %} Take into account the host speaks into the planning, but also try not to speak for more than 3 minutes at the time. In total, the host should have less than 10 minutes of speaking time per hour of meetup. {% endhint %} Having a good host makes a massive difference in the quality of a meetup. As an event host, your task is to keep the meetup running smoothly, without stealing the show from the speakers. Here are some tasks you should consider as the host: ## Discuss Logistics Lots of different things fall into logistics. From asking the audience to turn of their phones, explaining agenda points, fire safety protocols, or maybe even where to find the toilets. It is a matter of judgement what you announce, but don't over do it though. ## Vision of the group Briefly explain what the meetup is about. Here is a real-world example: > There are plenty of BI meetups, design meetups, and data science meetups. But we wanted to create a space for all these communities to gather and talk about data visualization from a multidisciplinary perspective. > > You are welcome, regardless of your weapon of choice (Tableau, R, Python, D3, Power BI, Illustrator, Excel). ## Meet your audience I generally like to get to know my audience by asking them to raise hands. You can ask simple yes or not question like: * Raise your hand if you were at the last edition of the meetup * Raise your hand if are familiar with the tool/concept we will discuss Alternatively, you can also do short surveys like: * Name different tools/professions and ask people to raise hands if that identifies them (e.g. raise your hand if you work as a data engineer). * Ask people to raise their hand if the use a tool and ask them to keep them up if they have been using it for X amount of years. ## Introductions Introducing the speakers generally requires a bit more of preparation. Consider reaching out to them and ask them how they want to be introduced. Here is a list of ideas: * Name of the speaker (get the pronunciation right) * Title and workplace (if the speaker wants) * List their accomplishments (some speakers hate when you do this, some don't) * Mention the title of the talk Essentially, do anything that would be awkward for the speakers to do themselves. Like introductions or bragging about accomplishments. But try your best not to spoil the content of the talk. {% hint style="info" %} It can happen that the host says literally everything the speaker was going to say on their first slide. So just agree before hand. {% endhint %} ## Invite guests to stay Thank the participants for coming and ask them to stay for a drink/pizza. Here is where the best conversations of the day happen. You can consider using prompt like placing signs with conversion topics on tables. For example, have a table for people who want to speak about Databricks and another for people who want to speak about Snowflake. Quite often you don't need gimmicks, people will just find each other. However, spicing things up every now and then might work. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://jmperafan.gitbook.io/meetups/during-the-meetup/be-the-host.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.