dbt Meetup Organizer Guide

Submit the Meetup Submission Form at least 3 weeks before your meetup (4 weeks if you're requesting swag), and always before posting the event on Meetup.com. One submission is required per meetup.

You don't need finalized details — this form is just to signal that a meetup is coming. At minimum, include the expected month, though a tentative date is preferred.

Note: This form does not replace creating the event on Meetup.com — see the following section for details.

Your landing page sets the tone for your event. Publish early and publish complete. A clear, fully detailed page drives sign-ups and builds trust.

• Publish early: Post your landing page at least 3 weeks before the event. Please be sure to confirm your agenda and speakers before publishing (no TBD agenda items, please.)
• Add full speaker details: Include name, title, company, and talk topic for each speaker.
• Follow the template: Use the most recent official landing page format. The template is updated periodically to reflect brand and program requirements.
• Include required 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. For a 50-seat venue, cap RSVPs at 85–100.
• Set required registration fields: Require "First + Last Name", "Current Role", and "Organization". Other fields are optional.

💬 Still need help? Reach out in the private meetup-organizers-team Slack channel.

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.

Note: Check with the Community team to confirm your meetup location's food and beverage budget. Do not use the budget for venue expenses unless the Community team approves.

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 make a copy of the latest version 1 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 promo deck template to design graphics for Meetup.com and social media
• Take photos: Good photos help promote future events. Share them in Slack and upload to your event page!

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
  • Quick recap
  • Slides, links, or dbt Summit info
  • Event photos
• Upload some key photos to your Meetup event page

Floripa dbt Meetup, March 2026

Reimbursements

Invoices must be submitted within 30 days from the event date. 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 Manager for a different process.)

• Covered expenses: Food, drinks, and paper goods
• Sometimes covered: Venue - please discuss with the Community team if you need support securing a venue prior to booking
• Not covered: A/V gear or speaker travel (flights, hotels, etc.)

To ensure no delays with reimbursement:

Before your event: Send the Community meetup team (meetup@dbtlabs.com) the name and email of the person at your company who will:

• Create a Coupa account
• Add banking details
• Upload invoices

After your event:

• Create an invoice following this template
• Add your PO number (updated yearly around February)
• Include receipts (screenshots or photos are fine)
• Download as PDF and upload to Coupa

Payment is processed within 30 days of receiving the invoice.