Handbook
Host a Venue
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, and 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:
Get in touchYou can also reach us in the #city-vancouver channel on the PyLadies Slack.
More ways to participate
This guide is part of the Handbook. You can also speak at a meetup, donate or sponsor, or help organize.