dbt Meetup Organizer Guide

Publish your page early and include the details attendees need to know. A clear and polished page helps drive sign-ups and sets the right tone.

• Publish early: Post your landing page at least 3 weeks before the event.
• Follow the template: Use the official landing page format (we keep it updated).
• Add speaker details: Include name, title, company, and talk topic.
• Include legal copy: Add: “To attend, please read the Health and Safety Policy and Terms of Participation: https://www.getdbt.com/legal/health-and-safety-policy”
• Attendee confirmation: In “Ask Members a Question,” paste: “I agree to read and abide by the Health and Safety Policy and Terms of Participation. Please type ‘Yes’ to confirm.”
• Plan for no-shows: Expect 50–60% attendance. Consider venue capacity—for 50 seats, cap at 85–100 RSVPs.
• Set up registration fields: Require "First + Last Name", "Current Role", and "Organization". Other fields are optional.

Choose a venue that’s comfortable, welcoming—and not a competitor.

• No competitor-hosted meetups. Not sure? Ask the Community team at meetup@dbtlabs.com
• Offices are great. Yours, a speaker’s, or an attendee’s workplace often works best.
• Breweries and bars are great for casual networking or happy hours. But for talks or presentations, choose a quieter venue where people can hear and stay engaged.
  

🍕 Keep food simple

Pizza’s great! Just be sure to include vegetarian, vegan, and gluten-free options.

Keep your visuals aligned with dbt’s brand—consistent design builds trust and makes your event feel official.

• Use the dbt logo (not dbt Labs)
• Follow the templates for Meetup.com images and host slides
• Don’t edit colors or themes, even if others do
• Speakers can use their own slides, but your intro/closing slides should use the official deck
• Always clone the latest version one week before your event to get any updates
• For the survey slide, email the team at meetup@dbtlabs.com for the reusable QR code

Get the word out early and often—strong promotion helps drive attendance and build your local data community.

• Share in Slack: Post in #local-[your city] (see optional template)
• Leverage your speakers: Ask them to promote the event to their networks
• Promote, promote, promote: Share your event on LinkedIn and anywhere else you engage with the data community
• Use the “Announce” button: After publishing your event, click the red button on Meetup to email all group members—time it for maximum visibility
• Create a visual: Use the image template to design graphics for Meetup and social media
• Take photos: Good photos help promote future events. Share them in Slack and upload to your event page!

Use the Meetup for Organizers app to track who actually attends your event—this helps you and dbt Labs tailor follow-ups to your community.

• Download the app: Google Play or App Store
• Find your event: It will appear in the app if you’re listed as an admin
• Swipe to check in:
  • Swipe right to mark someone present
  • Swipe left to mark them absent
• Tip for teams: Only one person should check in guests at a time. If switching, each user should refresh the list by dragging down on the attendee list to avoid sync issues.

Email the Community meetup team at least 3 weeks before your event to request a swag pack.

We’re happy to send along stickers and a few small items to help you celebrate. Quantities are limited, so we can’t guarantee gear for every attendee—and complete shipping info is required to make it happen.

Include in your message:

• Full name
• Email + phone number
• Shipping address (street, city, state/province, country, zip)
• Company name (if applicable)

For international shipments:

• Business address: Include Importer # or TAX ID
• EU addresses: Add your EORI number
• Brazil: Include your CPF

Follow up to keep the energy alive

A little post-event follow-up helps build community and show appreciation.

• Message your group on Meetup (template available).
• Post in #local-[your city] with:
  • Thanks to speakers + attendees.
  • Slides, links, or Coalesce info.
  • Event photos.
• Upload photos to Slack + your event page.
• Share with the dbt Labs team (photos + a short recap).

Florpia dbt Meetup, April 2024

Reimbursements

We’re able to support some meetup costs—but budget is limited and handled case by case. (If you work at dbt Labs, message the Community team for a different process.)

• Covered expenses: Food, drinks, paper goods, or venue (only if you truly can’t find a free space)
• Not covered: A/V gear or speaker travel (flights, hotels, etc.)