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Host guidelines

Please forward this web page to security, A/V technicians and other facilities personnel in advance.

The normal schedule for events is:

6:30 - networking, food, refreshments

7:00 - announcements

7:15 - presentation

8:30 - Q&A, more networking afterward

Attendance and Timing

  • Normally 70% or more of the membership who RSVP'd "Yes" actually arrive. Sometimes extra people come. Attendance rarely disappoints. Be prepared for this.
  • Inform security of the event well in advance, and tell them how many people are expected. The event page always shows an up-to-date total.
  • Attendees are likely to start arriving up to an hour before the scheduled start time. Please do not make them stand outside in the cold.
  • Some venues automatically turn of air circulation after 7pm. PLEASE be sure to keep the air flow on during the meeting. If this is not possible, please let us know right away so we can find another host. There is no point in holding a meeting with dozens or hundreds of people who can't stay awake because of poor air quality.
  • Networking before and after the formal event is an import part of the meetup. People may want to network for up to an hour after the event. Please ensure that security is aware of this. One of the big draws to these meetups is the opportunity for prospective hiring managers to speak with skilled candidates.

Signage and Name Tags

  • Here are some signs to print out and post in the meeting space to mark areas for people to gather before and after the meetup.
  • Post at least one sign visible from outside that says "BASE (Scala)" and instructions on where people should go (sample sign)
  • Post a sign in the meeting area with the WiFi SSID and password
  • Our members have indicated that they want to wear name tags. You may choose to provide blank name tags for the members to write on, or you can preprint the name tags. On the event page, there's a Tools menu that allows you to print name tags. Please uncheck the option for printing photos on the name tags; members need space to write their position and interest on the name tag. Compatible adhesive name badges include:

    • Avery® White Adhesive Name Badges 5395, 2-1/3" x 3-3/8", Box of 400 (best value)
    • Avery® White Adhesive Name Badges 8395, 2-1/3" x 3-3/8", Pack of 160 (enough for most meetups)
    • Avery® EcoFriendly White Name Badges 45395, 2-1/3" x 3-3/8", Box of 400 (expensive)

    Be sure to provide Sharpie markers and blank name tags for late arrivals. The name tags should be laid out on a table next to the entrance.

Access and Security

  • We will grant co-organizer status to someone from your organization for the meetup held at your location. Please add any special instructions for public transit and parking to the event page.
  • If the entrance door requires a badge to open it, please provide an employee who will be there from 1 hour prior to 15 minutes after the start of the event.
  • When you’re on a Meetup, by the RSVP list you’ll see a “Tools” dropdown that has an option to 'Print attendee list' to print a check-off list for attendees if you wish.
  • Single guest account and password for WiFi access. It is not feasible to provide each attendee with their own guest id and password - we need a single guest password for WiFi during the event. If your venue provides WiFi that does not require a password then this is not an issue.


  • Most of our events are recorded. If your facility has video recording capability, please let our organizers know, otherwise we will bring in outside equipment and personnel to record. Logistics are involved and setups need to be tested before the event, so be prepared for the time that this takes.
  • The presenter will usually need Internet access for their laptop. Please mix the video feed from their laptop instead of asking them to use a laptop provided by your facility.
  • Provide a speaker podium with power, microphone and display adapters for the projector: VGA, HDMI and Mac. The speaker should be given a lapel microphone.
  • Provide at an one additional microphone for the MC.
  • Provide at least one additional microphone for audience questions.
  • Ensure that all microphones are mixed into the recording setup.
  • The speaker will need a pointing device.
  • Presenters normally walk about. Please position the loudspeakers so that they are in front of the presenters so there is no feedback.
  • Make sure you do a sound check, WiFi check, projector check and set up lighting in advance. The lights near the projection screen should be dimmed during the presentation.


  • Our hosts normally provide food for all attendees
  • ~15% of the group does not eat meat. Please take that into consideration when ordering food. That means no bacon, no beef, no chicken, etc. Stocking up on cheese pizza is not the answer... in fact, we encourage you to serve something other than pizza! However, if pizza it must be, then vegetarian or vegan pizza will do fine.
  • Please provide water and soda or fruit juice for those who do not drink alcohol. Beer is typically available.

We will provide the MC. After a short welcoming presentation, our MC will yield the floor to a spokesperson from your organization to talk about your organization for up to two minutes.

  • This does not mean your spokesperson can launch into an unscheduled presentation. This opportunity is just meant to provide a brief introduction to your organization.
  • Your spokesperson should not present any slides.
  • If the spokesperson tries to hijack the meeting, our organizer(s) will walk up to the speaker while they are presenting, interrupt them and demand that they yield the floor.
  • If your company has a presentation that you would like to give, please submit a proposal to the meetup organizers for consideration, same as every other potential speaker.

One More Thing
Please tell your cleaning staff that they should stay away until after the event is over.

Thank you for your hospitality!

This document is in the public domain.

Table of Contents

Page title Most recent update Last edited by
Help wanted September 4, 2012 3:13 AM former member
Charter April 20, 2013 3:51 AM former member
Guidelines For Speakers May 23, 2013 4:51 PM Vlad P.
Host guidelines January 3, 2013 1:50 PM former member
Rules For Giveaways November 6, 2012 7:45 PM former member
About Scala Bay April 23, 2014 2:22 PM Vlad P.

Our Sponsors

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    Space to host meetups and food sponsorship for meetups hosted at Box HQ

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  • Clari Inc.

    Space for hosting as well as food and other arrangements on meetups.


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