Hosting Successful WordPress Meetups Without a Budget | Tips & Tricks

Organizing good WordPress meetups without a budget is possible with creativity. Here is a list to help you succeed without spending money.

Table of Contents

    Find free venues

    Having more than one venue is essential because free places can start charging, or they could close. Hosting your WordPress events in several venues around the city is a good idea, as everyone can have an almost free opportunity to attend.

    Cafes or restaurants

    Some cafes or small restaurants offer free space if attendees are willing to buy drinks or snacks. You can always negotiate a minimum amount with the venue and register a balance.

    Private co-working spaces

    Some co-working spaces offer free meeting rooms for community events in exchange for exposure. One thing I like about co-working spaces is that they are usually safer than public spaces.

    Public spaces like libraries

    Libraries often have meeting rooms that can be reserved for free or for a nominal fee. Just remember that public spaces may need extra eyes on security for belongings.

    You can always organize social events like photo walks. These activities allow attendees to connect at a profound level at no cost while contributing to the WordPress Photo Directory.

    Universities or colleges

    Some institutions will support community events if they align with educational purposes, which is very important in WordPress. They usually have auditoriums and can serve as hosts for WordCamps if a good relationship with the community is established.

    Offer a Simple, Value-Driven Program

    Focus on Content

    The most important part of a meetup is the value of the content. Plan sessions that focus on practical knowledge, like using the WordPress Site Editor, beginner tutorials, or SEO tips.

    Workshops

    Hands-on workshops where participants can build or improve their WordPress sites are always popular. If you can’t bring in guest speakers, leverage your own knowledge and that of community members.

    Lightning talks or open mic

    Have attendees give 5-minute talks about their favorite plugins, themes, or tips. This way, the community participates, and you don’t have to rely on external speakers.

    Leverage the WordPress Community

    Volunteers

    All Meetups and WordCamps are possible thanks to the people who donate their time. Consider that most of the organizing efforts can be done virtually, but there are some tasks that must have them in person. Volunteers can also share the event so it reaches more people.

    Speakers

    Reach out to experienced WordPress users or professionals who are willing to speak for free. Many are happy to share their expertise for exposure or as a way to give back to the community.

    You can find speakers for your WordPress Events at websites like wpspeakers.com.

    Use Free Promotion Tools

    Meetup.com WordPress Sponsorship

    The WordPress Foundation sponsors Meetup.com subscriptions for WordPress groups. You can set up and promote your event for free using this sponsorship. You can apply for it via the WordPress Meetup Program.

    Everyone can be an organizer!

    All official WordPress events that are near your physical location, will appear directly on the WordPress dashboard. Their reach is organic for people who actually use WordPress.

    Social media

    Promote your event on Twitter/X, Facebook, Instagram, or LinkedIn for free. Use relevant hashtags to reach a broader audience. Personally, I’ve seen that #wordpress works very well on most platforms, but you can be more specific.

    Local Groups and Forums

    You can announce your meetup in local tech or WordPress Facebook groups, Slacks, LinkedIn groups, or online forums. You could also post on Reddit or niche platforms like local tech blogs.

    Ask for In-Kind Sponsorships

    Local businesses

    Instead of asking for cash, approach local businesses (such as web design agencies or hosting companies) and ask for in-kind support, such as free refreshments, venue space, or printing flyers.

    This way, you can focus on organizing the event rather than presenting invoices.

    Tech companies

    Some hosting providers may sponsor the event in exchange for a mention, a logo on event materials, or a short time to speak.

    To increase the chances of having a sponsor, try to find a way to prove the reach and ROI. I know this may not be easy, but it is possible.

    Swag or giveaways

    Ask companies for free swag (e.g., stickers, t-shirts, notebooks) that you can hand out at the event. This will give attendees something to take away and promote the companies’ brands at no cost to you.

    Create a Networking Opportunity

    WordPress is so big that creating a safe space to talk with others about our challenges as developers, designers, and WordPress users is a big part of events.

    Open Discussions

    Use part of the meetup for networking or Q&A sessions where attendees can ask WordPress-related questions and share experiences.

    Collaborate on projects

    Encourage collaboration among attendees by contributing to local WordPress websites or joining the global WordPress contributor days.


    Using these strategies, you can host a successful WordPress meetup without a budget. The key is focusing on the community’s passion for WordPress and leveraging free resources.

    What other tips for hosting free events did I miss? Have you tried using co-working spaces?

    Jos Velasco.

    CC0 licensed photo by Md Rashed Hossain from the WordPress Photo Directory.

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