This is your event, but we want to help support you in having a successful Meet-Up however we can. Check out the guide below and email the Meet-Ups Coordinator at [email protected] if you have any questions.
Three Weeks Before Launch
Register your Meet-Up for approval – We ask that all Meet-Up registration requests be submitted no later than three weeks before your event will launch. This ensures we have enough time to review, approve, and advertise your Meet-Up. We want to make sure that we aren't blindsiding people with too many Events and Meet-Ups or not giving them enough time to work your Meet-Up into their schedule. Our Meet-Ups approval team is looking weekly at submitted requests, so you will hear back within a week whether or not your Meet-Up is approved and advertised.
Two Weeks Before Launch
Invite People – Give them a call, use social media, or shoot them a text. Don’t forget to personally invite some folks to your Meet-Up. If you’re part of a United Group, invite them to host the Meet-Up with you and to invite their friends along. Meet-Ups can be a great place to create connection to your United Group and encourage newcomers that live nearby to join your United Group. Your meet-up will also be publicly communicated on the Meet-Ups web page and on the City United Church app.
Make a Plan – If your Meet-Up relies on outside circumstances, such as weather conditions or a reservation, make sure to figure out the details before it’s too late. If necessary, make an agenda for the day of and communicate it to your RSVPs.
Check your Email – All of your RSVPs will be sent to you by email. It’s a good idea to reply to any RSVPs welcoming them. If your Meet-Up is restrictive to a certain number of attendees and fills up, it will automatically stop people from signing up.
Waivers – If your Meet-Up involves any potential physical dangers, the Meet-Ups Coordinator will have given you info about the Meet-Ups Waiver. Some people may have already filled out a the waiver for a previous Meet-Up, and won’t need to again. This is a short and simple waiver, and it’s easy to check the list of completed waivers if you need to through our database. You can reply to those who RSVP reminding them to complete the waiver before the Meet-Up, or fill it out in-person the day of so everyone is covered. Remind them that the waiver is only required once for all Meet-Ups (for a year), even other hosts’.
Two Days Before Launch
Check-in with your RSVPs – Not everyone is a planner like you. Be sure to send out an email and/or personal texts to tell everyone when and where to meet, to sign any necessary waivers, as well as what they need to bring. If your Meet-Up is recurring, personally contact newcomers and don’t be afraid to ask regular attenders to help with the details.
Need to Cancel? – If you are uncomfortable with the number of people who RSVP, or if weather or plans change, feel the freedom to cancel your Meet-Up at any point. Just make sure you let your RSVPs know ahead of time, and email [email protected] if you need to remove your Meet-Up post from the website/app.
Choose a Chat Method – If your Meet-Up will be recurring, consider creating a Facebook group or group text for ongoing communication with your regular attenders. Tell people about it at your Meet-Up and in your follow-up email.
Arrive Early – Make sure to arrive early to welcome and orient people when they show up.
Double-Check the Waivers – If your Meet-Up requires a waiver, be sure everyone who shows up has signed one, especially if someone brings guests who didn’t RSVP beforehand.
Stay Safe – Remember, this is your event. Encourage responsibility among everyone involved so that everyone stays safe and comfortable.
Get to Know Stories – You don’t just go to church together, you are the church. Be intentional with your conversations and get to know the stories of others.
Capture the Moments – Remember to make photos and/or videos of your Meet-Up for sharing afterward.
Talk about the Future – If your Meet-Up is going to be recurring, let people know the next time you’re going to meet.
The Week After Launch
Share the Story – Send any photos or videos you’d like to share to [email protected] to share the story of your Meet-Up with the rest of City United. Include a couple sentences
Follow Up – After your Meet-Up, reach out to the people who attended:
Start by thanking them for coming!
Ask them to send any photos/videos they would like to share with the rest of City United to [email protected] along with a couple sentences describing your Meet-Up.
Ask how their experience was and if they have any ideas they’d like to share for meeting in the future. If your Meet-Up is recurring, tell them how you’ll be communicating in the future if it’s not over email (Facebook Group, group text, etc).
This is a great time to invite people to visit your United Group’s family meal if they’re looking for ongoing, committed community in your area.
Maintain Your Meet-Up Listing – We want to ensure that Meet-Ups stay fresh and have a high level of engagement from both hosts and participants, so we require all recurring Meet-Ups to be renewed on our trimester schedule (January-April, May-August, September-December) if they even last that long. This gives our hosts an easy exit if they feel the Meet-Up has reached a natural end, or if their availability changes. It also helps us be sure that no one signs up for a Meet-Up that has fizzled out already.