Host Guide

When selecting your workshop venue, be sure it can accommodate the following:

• Registration Area: Space for a check-in table outside the room or directly inside. 
• Capacity & Layout: Space large enough for your planned setup and expected number of attendees.
• Audio/Visual: Built-in AV or the ability to bring in equipment (see AV section).
• Internet: Reliable Wi-Fi that supports the anticipated attendance (see Internet section).
• Accessibility: Conveniently located restrooms and easy access for all attendees.
• Attendee Experience: Smooth onsite process – no security holdups or NDAs required (see Registration section).
• Food & Beverage: Adequate space if you plan to provide catering (see Food & Beverage section).

• Minimum Setup: A screen and projector are recommended. Confirm that laptops can connect via HDMI so presenters can easily share their screens.
• Sound: For groups larger than 30, arrange a sound system and microphones.
• Power: If the workshop runs 3+ hours and attendees need laptops, provide one power strip per three attendees.

Responsibility: The Workshop Host is responsible for sourcing an AV vendor, placing the order, and handling payment.

• Order Wi-Fi based on the total estimated number of attendees.
• Ensure bandwidth can support general use (minimum 10 Mbps per person for email, browsing, web searches, etc.).

Responsibility: The Workshop Host is responsible for coordinating with the venue to confirm internet service and covering all related costs.

The amount and type of food and beverage you provide depends on the length of your workshop.

• Minimum Requirement: Offer coffee, tea, and water throughout the workshop.
• Suggested Schedule (adjust based on your workshop timing):
  • 10:15 AM – Morning break with 1–2 snack items
  • 12:00 PM – Lunch (allow at least 30 minutes for attendees to stretch and get fresh air)
    3:00 PM – Afternoon break with 1–2 snack items
• Dietary Considerations: Make sure to provide options for attendees with dietary restrictions (vegan, vegetarian, gluten-free, etc.).

Responsibility: The Workshop Host is responsible for finding a food and beverage vendor, placing the order, and processing payment.

• Logos & Design: A folder of Jupyter Workshop and Jupyter logos is available for your use. All workshop materials must follow the Jupyter Brand Guidelines.
• Signage Templates: We provide templates in PDF and Canva formats. Use these to create any required signage, including:
  • Welcome signs
  • Directional signs for attendee flow
  • Designated lunch areas
  • Wi-Fi information

Responsibility: Locate a local print company by searching near your venue. All signage updates and printing are the responsibility of the Workshop Host and can be included in your workshop budget.

• The LF Events team will create and manage the registration form for each workshop. Standard questions are included automatically. 
• Custom Questions: If you’d like additional questions on your workshop registration form, request them in your Workshop Tracker by the date specified in your Workshop Timeline to ensure they are included before the form goes live.
• Venue Access Requirements: If your venue requires any specific access information (e.g., receiving a registration list by a certain date or requiring attendees to complete paperwork prior to arrival), communicate this clearly with the LF Events team before the registration form goes live. All requirements must be reviewed and approved to ensure they can be accommodated.
• Use of Attendee Information: Registration information is confidential and may only be used for:
  • Community building activities
  • Sharing meetup updates and content
  • Sharing information about future meetups
  • Prohibited Uses: Attendee information may not be used for:
    • Commercial or marketing purposes
    • Selling or sharing lists with third parties (including other attendees) not directly involved in planning the meetup

• The LF Events team will send all registered attendees a pre-workshop and post-workshop email containing relevant workshop details.

Responsibility: A template of each email will be shared with Workshop Hosts prior to distribution so you can ensure any workshop-specific information is included before it is sent to attendees.

• The Workshop Host is responsible for creating and maintaining the workshop schedule.
• Once the schedule is confirmed, the LF Events team can:
  • Provide access to Sched.com to create the workshop schedule, or Post the schedule directly on the workshop website for promotion.

If a workshop has speaker-drive content, it may not feature an all-male speaker line-up.

• Once your workshop details are confirmed (date, venue, and budget approved), the Jupyter Community Building Working Group will publish a blog announcing the workshop.
• For additional promotion, contact jupyter-media-strategy@googlegroups.com. Reference the Submission Guidelines for guidance.
• Onsite, encourage attendees to share about the workshop on social media using #jupyterworkshops.

• Many organizers allocate a portion of their budget to cover attendee travel expenses. Because the budget must be approved before finalizing and promoting workshop details, organizers can initially use placeholder amounts for each traveler while confirming attendees.
• Estimating Travel Costs: Use flight search engines such as Momondo.com to estimate travel expenses. Enter these amounts on the 2nd tab (Traveler’s Budget) of the budget sheet.
• Approval & Reimbursement: All attendee travel expenses must be approved and listed in the budget sheet by the organizer before any reimbursement can be issued.

• Your Workshop Tracker includes the budget for your workshop. It is the Workshop Host’s responsibility to keep this tracker updated and ensure the workshop stays within budget. Additional funds will not be provided if the workshop exceeds the approved budget.
• The budget template can be customized to include any additional cost items you need to track. It serves as a guide to ensure all expenses are considered throughout planning.
• After the workshop, the final budget must be updated to match the final invoice submitted for reimbursement.

• Only one final invoice can be submitted for reimbursement. Ensure all reimbursable workshop costs are included and accurate.
• Invoices must include supporting documents (vendor invoices or receipts) as proof of cost.
• Submit the final invoice to your LF Events Team contact for processing.
• All expenses must be submitted within 60 days of the workshop. Late submissions may result in reimbursement denial.
• Travel Reimbursement: All travel expenses must be pre-approved and listed in the budget sheet under Travel Funding before reimbursement can be issued.

• Arrive Early: If possible, arrive the afternoon before to review the space, put out signage, set up power, test AV and internet, and coordinate with food & beverage vendors.
• Greet Attendees: Be ready to welcome attendees at least 30 minutes before the workshop starts, as some may arrive early.
• Facilitate the Workshop: Ensure attendees have what they need and keep the schedule on track throughout the day.
• Document the workshop: Take photos for records and promotion.
• Enforce Code of Conduct: Follow the LF Events Code of Conduct, addressing any issues onsite and contacting the LF team if concerns arise.