Pick a Date and Venue
Confirming a date and securing a venue host for a PyLadies Vancouver meetup.
We aim to confirm a date and a venue host first, since the venue is usually the longest lead time.
The bare minimum we need from a venue host is a space that fits our group and a projector/AV setup for the talks. The PyLadies organizer still handles all the coordination. See the full Host a Venue guide for what we ask of hosts.
Food (often pizza) is optional — appreciated but not required, and it can be covered by a separate sponsor who isn’t the venue host.
Most venues ask us to sign an event hosting agreement covering booking lead time, setup and cleanup responsibilities, access procedures, and a cancellation policy. Read it carefully — agreements often require a host contact or volunteer to be confirmed weeks in advance, and the booking can be cancelled if that isn’t arranged in time.
Venue access details (door codes, alarm procedures, day-of contacts) are sensitive and are kept in a private organizer document, shared only with the team running that specific event — never published on this site.