Securing and Preparing Your Venue
Secure an in-person venue and agree on the practical details needed to run your Fest.
Use this page to secure a suitable venue and agree on the practical details with your school, company, community organization, or venue contact. You can also copy the relevant summary below when requesting approval.
Copyable Venue Request
Replace the bracketed text before sending.
We are requesting approval to host [Event Name], a free, one-day, in-person Hacktoberfest Hack Day for approximately [number] attendees on [date], from [start time] to [end time]. Participants will work in teams to create open-source AI projects, submit them through MLH's OrganizerHQ platform, and share their work at the event. The program follows the MLH Code of Conduct. We are looking for a space with reliable Wi-Fi, power, seating, and [A/V or other needs], with access from [setup time] to [breakdown time]. [Host name] will manage attendees, the program, check-in, and event closeout; we need the venue's help with building access, facilities, and local safety requirements.
We are requesting approval to host [Event Name], a one-day, in-person Hacktoberfest Meetup for approximately [number] attendees on [date], from [start time] to [end time]. The program will include [talks, workshops, demonstrations, discussions, or other activities] focused on open-source AI. It is a community event rather than a project competition. The program follows the MLH Code of Conduct. We are looking for a space with [Wi-Fi, seating, A/V, or other needs], with access from [setup time] to [breakdown time]. [Host name] will manage attendees, the program, check-in, and event closeout; we need the venue's help with building access, facilities, and local safety requirements.
Before Confirming the Venue
Agree on:
The room, expected attendance, and maximum capacity
The event date and published start and end times
Setup, delivery, attendee-entry, and breakdown times
Who can open and close the building and who will be reachable during the event
Any rental, security, insurance, cleaning, food, or equipment costs
Rules for visitors, minors, photography, catering, deliveries, and building access
Whenever possible, use a venue that does not charge a rental fee. Hacktoberfest Meetups do not receive reimbursement. For a Hacktoberfest Hack Day, get advance approval from MLH before committing to a venue charge or another expense not clearly covered by the reimbursement policy.
Check the Space
Make sure the venue has:
Enough tables, chairs, and usable space for the planned format
Reliable attendee Wi-Fi and enough power outlets, with safe cable routing
Any screen, projector, microphone, or audio equipment your program needs
A clear space near the entrance for OrganizerHQ check-in
Accessible entrances, event rooms, restrooms, and routes through the venue
Clearly marked exits and a known evacuation or emergency procedure
A suitable place for food, swag, and deliveries when applicable
Hack Days also need comfortable project workspace and a simple area for short demos or project review. Meetup layouts should match the planned talks, workshops, discussions, or social activities.
Test the Wi-Fi, A/V equipment, OrganizerHQ links, and any QR codes using the devices you will use on event day.
Safety and Accessibility
Before the event, confirm the venue address, evacuation routes, local emergency contacts, the on-site venue contact, and the lead host. Make it clear how attendees can request an accommodation or report a concern.
Use Safety and Code of Conduct for the required event plan and the main MLH Organizer Guide for more detailed advice on locking down a venue.
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