This is the chapter’s homecoming moment of the year. Drinks, nibbles, and the whole community in one room – once or twice a year.
Overview:
| Format type |
Chapter wide happy hour – drinks and nibbles |
| Group Size |
30-80, depending on the size of your chapter |
| Time of day |
Evening – 5pm or 6pm start |
| Duration |
2-2.5 hours |
| Cadence |
Once a year |
| Pricing |
Free - funded by Hemingway. |
| Lead effort |
Medium. Mostly logistics and venue. |
| Ambassador/volunteer role |
Welcoming guests, help on logistics. |
| Best for |
Marking a meaningful local moment. E.g., end of year, summer kick-off, a chapter launch anniversary |
Signature elements:
These are the things that make this format distinctively Hemingway:
- Tied to a “meaningful” moment, not just a random calendar slot. Give it a name, for example “NYC Chapter Year One”/ “Summer Kick-off Sydney”
- A 5-10 minute ‘state of the chapter’ moment from the chapter lead – what we’ve done, what’s coming and who makes up our chapter. Keep it short and specific and feel free to shout out any specific members or moments in the year that mattered most.
Run of show:
| 6pm |
Doors open, drinks & nibbles, casual mingling |
| 6:40pm |
Chapter lead gathers the room and gives a 5-10 minute ‘state of the chapter’ overview. |
| 6:50pm |
Back to open mingling, drinks & nibbles |
| 7:50pm |
Chapter lead starts to thank people informally |
| 8pm |
Close |
Logistics checklist:
- Six weeks to go: pick the date, book the venue (ideally somewhere with a bit of character and with a low minimum spend or free! J) We can help scout.
- Four weeks to go: publish on Luma.
- Three weeks to go: liaise with Gaia and confirm any catering and drinks.
- Two weeks to go: draft the state of the chapter overview.
- Week of: send a member nudge in Slack and a reminder in Luma with all location details. Confirm final numbers with the venue.
- Day of: arrive 30 mins early to set up / check all is in place
Pricing:
Usually free for members. Be transparent that this is one of the few big events of the year and that smaller formats are paid.
Post Event:
- Post a short thank you in the chapter Slack channel within 48 hours along with any pics that were snapped. Welcome members to share pics too.