Host a Venue

What it takes to host a PyLadies Vancouver meetup, what we need, and what to expect.

Venue hosts make our meetups possible. Hosting means providing a space for an evening; the PyLadies organizing team handles all the coordination, promotion, and running of the event.

What We Need  

The bare minimum to host is:

• A space that comfortably fits our group (typically 20–30 people)
• A projector or screen and basic A/V for the talks

That’s it. A spot that’s accessible by public transit is a big plus.

What’s Optional  

• Food (often pizza) is optional — always appreciated, but not required to host. Food can also be covered by a separate sponsor, who doesn’t have to be the same organization providing the venue.
• Drinks, snacks, and any extra hospitality are welcome but never expected.

What Hosting Involves  

• Letting our group into the building and pointing us to the room
• Sharing any access, safety, or conduct rules your space requires
• Most venues ask us to sign an event hosting agreement covering booking lead time, setup/cleanup, access procedures, and a cancellation policy — we’re happy to work within these.

We treat your space with care: we set up and reset the room, clean up after ourselves, and follow your rules. Keeping a venue welcoming for the next event is a priority for us.

How to Offer a Space  

If you have a space in Vancouver and would like to host, we’d love to hear from you:

You can also reach us in the #city-vancouver channel on the PyLadies Slack  .