All Things Arcadia-Biltmore Event Planning

So...you're thinking about planning an event? Congrats, checking this page is the first step to having a great time meeting people and being that go to person at one of our fun member events.

Perhaps the easiest way is to break this checklist down into the five "W's" and "How?" Here we go:

Who - At the moment, we have 800+ members. They are a mix of people who live in the Camelback Corridor area, work in the area, or like to play in the area. This group tends to get about 70-90% RSVP list turnout, which is actually quite high for Meetup turnouts. Events are usually about 50% return members and 50% new people.

What - We do have a niche...All things local - businesses, experiences, events, etc
What isn’t in our niche - non-local corporate chains, trunk parties, sales pitches, adult-rated parties, etc. If we think your event is inappropriate, we will remove it and remove you from being able to post events. Please keep in mind that although this is a social group, there are certain comforts to consider of our members and that we'd like to keep things on a professional level.

When - Please first check the calendar for conflicts and if it is open, please still email Scott or Chris your idea and date/time to make sure there isn't an event in the works that is not posted yet. Slow days are the best days for a restaurant to be accommodating to setting aside areas and perhaps offering the group a deal. Depending on the event, we have found that Friday night and Saturday night events will get a higher RSVP rate, but also a higher attrition rate. For a better idea on what to expect, just take a look at previous events. Also, we like to have events posted for at least seven days prior. More is better though.

Where - Although we aren't 100% strict with staying within the Arcadia-Biltmore boundaries (where are these boundaries anyway??) our goal is to support our community. We really prefer that the business is locally owned and that our money spent stays nearby.

Other things to consider when choosing location:


  • Where will people park? If insufficient parking, is there a backup parking area?
  • Where will people be situated? (Members usually prefer standing to sitting in order to better mingle)
  • Will the weather be an issue if management wants to stick us outdoors?
  • Will the owners/managers work with us by reserving an area?

Why? - Why would people want to go to your event? Make sure to include this in the event description when you post. Remember, when people go to your event they are spending their valuable time and you want to make sure that they felt like it was worth it for them or they won't come back!

How - Email us to become a event planner and we'll get you set up as one. From there:

  • Check with Scott or Chris for conflicts.
  • Notify the establishment or get any permitting set up.
  • Write up an event description and proof read it for errors.
  • Post the event, but do not announce it when asked.
  • Add some pictures and adjust the formatting to look pretty.
  • Announce the event to the group.
  • Notify the the establishment with how many you are expecting.
  • Show up at least 15 minutes early and check in with staff


It's really actually quite easy and fun. Please don't hesitate to email us if you'd like to start planning some events!

Table of Contents

Page title Most recent update Last edited by
The Waiting List Explained January 13, 2014 2:11 PM Scott J.
Frequently Asked Questions September 21, 2012 12:04 AM Scott J.
All Things Arcadia-Biltmore Event Planning April 23, 2014 5:11 PM Scott J.
Local Real Estate Market Update October 24, 2014 10:01 PM Scott J.
All Things Arcadia-Biltmore Real Estate January 9, 2014 3:04 PM Scott J.
About Arcadia-Biltmore Meetup Group August 20, 2012 3:14 PM Scott J.

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