You’ve made it: Your fans love you. They leave adoring comments, send you fan mail, and are begging for a meetup. A brand offers to help out, and you’re all in. So… How do you make your meetup a success? Read on!
LOCATION, LOCATION, LOCATION
Picking a good meetup spot is key. Check with your city and the business (or other locale) you’re hosting the meetup at WELL in advance, to see if any specific permits are required. You’ll want a space with plenty of parking and/or public transit access, and also a spot that won’t cause traffic jams for citizens of the area.
If you’re meeting up at a con, i.e. VidCon, *CHECK* to see if meetups are allowed, and if you need to do anything in advance. Some cons will kick you out for hosting an unauthorized meeup.
It also probably goes without saying, but never host a meeting at your home. A public locale is best.
Some cities or venues may require security personnel, but honestly? We’ll recommend you hire some private security. Never attend a meetup alone, and always have people there to watch your back and the crowd, to make sure nothing untoward happens while you’re greeting fans.
In order to avoid a total crush on the day of the event, try to organize a ticket raffle or other ticket lottery system. Capping the number of guests will ensure you have time to spend with each follower, and while it may leave some people out, it will make the day-of logistics much easier to handle. Set a time limit for how long you’ll spend with each fan.
CONTROL THE TRAFFIC FLOW
Make sure your venue has crowd control capabilities and equipment, i.e. stanchions and ropes, to keep people from mobbing you. A clear-cut line is key to things running smoothly.
When you announce the meetup, announce your rules. Prefer to only sign one item per subscriber? Subscribers 17 and under must be accompanied by an adult? Think about your rules in advance, and make them as fair as possible.
HIRE A PHOTOGRAPHER & VIDEOGRAPHER
Whether you hire a professional with a camera, or ask your BFF to be the iPhone portrait wizard, having someone there to take pictures with fans’ phones will help things run much smoother. You’ll also want someone to video the event for you, so that you can create a vlog later on.
ANNOUNCE IN ADVANCE
Set up your meetups as far in advance as possible, to give your fans lots of time to plan to come to the event, and yourself lots of time to prep. Blast your meetup announcement on all your social media platforms regularly, up until the event starts, and then… Enjoy!