Hackerspace Launch Party — Planning Document
Event Overview
| |
|
| Event |
[Hackerspace Launch Party |
| Date |
TBD |
| Time |
17:00–23:00 |
| Venue |
hackerspace |
| Expected Guests |
20+ |
| Target Audience |
Tech community, makers, locals, press, potential members |
| Organiser Lead |
TBD |
| Budget |
TBD |
Goals
The launch party should accomplish three things:
- Announce the hackerspace publicly - show off our hard work!
- Recruit founding members — people who sign up on the night or shortly after
- Build relationships with sponsors, donors & supporters!
Programme & Run of Show
| Time |
Item |
Notes |
| 15:00 |
Setup |
Fix with food, drinks, music, av equipment, etc! |
| 17:00 |
Start Time |
visitors appear |
| 18:00 |
Welcome |
5–10 min. Who we are, what a hackerspace is, why here and why now. |
| 23:00 |
Close / cleanup |
Clean Up! |
Membership & Sign-Ups
The launch party is a recruitment event. Make it easy and low-pressure to sign up.
On the Night
- Physical sign-up sheet at a dedicated table — name, email, interest area
- QR code linking to an online form or mailing list
- A clear, simple description of what membership means (cost, access, commitment)
- One or two people stationed at the table at all times, not just a clipboard
Follow-Up
- Email all sign-ups within 48 hours
- Include a clear next step: next meetup date, how to join, what to expect
- Don't leave them in the dark — momentum dies fast after a launch event
Logistics
Venue
- Confirm capacity and layout well in advance
- Check AV: projector/screen, microphone, music system
- Identify power outlets for demos — bring extension leads
- Agree on setup time with venue (need at least 1 hour before doors)
- Confirm access for teardown after event
Food & Drink
- Drinks: beer, soft drinks, water — keep it simple
- Food: finger food, snacks — not a sit-down meal
- Consider a suggested donation jar rather than a ticket price to keep it accessible
- Check if venue has a bar or if you need to bring your own (licenses)
Equipment to Bring
- Extension leads and power strips
- Laptop(s) for presentations and demos
- HDMI cables, adapters
- Printed signage (event name, directions inside venue, demo labels)
- Sign-up sheets and pens
- Name tags
- Camera for photos
Accessibility
- Confirm step-free access with venue
- Ensure demo tables are at accessible heights where possible
- Provide event info in plain language on any printed material
Promotion & Communications
Channels
Timeline
| When |
Action |
| 6 weeks before |
Lock venue and date. Create event pages. |
| 4 weeks before |
First public announcement. Soft launch of mailing list. |
| 2 weeks before |
Second push. Invite press and local community orgs personally. |
| 1 week before |
Reminder post. Confirm RSVPs. Finalise demo lineup. |
| Day before |
Final reminder. Share any last details (parking, directions). |
| Day after |
Thank-you post with photos. Email all sign-ups. |
Press & Partners
- Consider reaching out to Breakit, Elektroniktidningen, or local tech bloggers
- Invite contacts at Epic Studios and Slakthuset — they know the area and may spread the word
- Offer a short interview or quote to anyone covering Stockholm's tech scene
Roles & Responsibilities
| Role |
Owner |
Responsibilities |
| Event Lead |
TBD |
Overall coordination, final decisions, MC on the night |
| Venue & Logistics |
TBD |
Venue liaison, equipment, setup/teardown |
| Programme & Demos |
TBD |
Demo coordination, speaker briefing, run of show |
| Communications |
TBD |
Event listings, social posts, press outreach |
| Membership Table |
TBD |
Sign-up sheets, QR codes, greeting newcomers |
| Food & Drink |
TBD |
Procurement, setup, monitoring on the night |
| Photography |
TBD |
Photo and video documentation for post-event comms |
Budget Outline
| Item |
Estimated Cost |
Notes |
| Food |
TBD |
|
| Drink |
TBD |
|
| DJ's |
|
|
| AV / equipment |
TBD |
|
| TOTAL |
TBD |
|
Post-Event Actions
Open Questions
