> For the complete documentation index, see [llms.txt](https://hacktoberfest-handbook.mlh.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hacktoberfest-handbook.mlh.com/fest-planning-guide/host-and-venue-guide.md). # Securing and Preparing Your Venue 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. {% tabs %} {% tab title="Hacktoberfest Hack Day" %} > 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](https://github.com/MLH/mlh-policies/blob/main/code-of-conduct.md). 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. > {% endtab %} {% tab title="Hacktoberfest Meetup" %} > 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](https://github.com/MLH/mlh-policies/blob/main/code-of-conduct.md). 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. > {% endtab %} > {% endtabs %} ## 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](/reimbursements.md). ## 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](/fest-planning-guide/safety-and-code-of-conduct.md) for the required event plan and the main MLH Organizer Guide for more detailed advice on [locking down a venue](https://guide.mlh.com/general-information/locking-down-a-venue). --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://hacktoberfest-handbook.mlh.com/fest-planning-guide/host-and-venue-guide.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.