Create a proposal document where you include everything necessary we need to know about the event (audience, costs, idea, who attended, etc.). The proposal template can be found under templates. Please make sure all shared documents have open access. Also, be aware that all submissions will be public, so be careful with sensitive information (for example on invoices)

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TIP: Share your event with us before it happens, and we can help you promote it, share it, and get some extra attention.

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What needs to be added:

1. Proposal (Template for proposal can be downloaded HERE)

   • Download the proposal and fill out all the details
   • Create a Google Drive folder where you upload everything (proposal, pictures, invoices, presentation): do not forget to open the access to everyone!!

2. Invoices (link all invoices to your proposal)

   • We do not accept quotes; we only accept invoices and receipts (Ensure that invoices and receipts include enough details about the vendor)
   • Select proper vendors with webpages/Google locations that are easily found online (Always choose vendors with companies that can give you proper documentation)
   • We recommend paying invoices by card (we might ask for transaction confirmation).
   • Invoices that are unclear, don't look right, or cannot be adequately verified will not be accepted and will be deducted from the funds.

3. Photo/video documentation from the event

   • Pictures of attendees and talks (the organiser must also be visible)
   • Pictures where the venue is visible
   • Proof of talks, if there were any (ideally video - can be on the phone)
   • Group picture and other pictures
   • If you are adding food to the proposal - You must add pictures of food/drinks,
   • If you are adding merch to the proposal - You must add pictures of complete merch
   • If you are adding banners to the proposal - You must add pictures of banners (banners need to have Polkadot as the main part)
   • Your pictures and videos might be used on our social media or in any similar channels to promote Polkadot meetups.

4. Proper links (add them in your proposal)

   • Twitter posts or other posts on social media mentioning the event (from organizers or attendees). Feel free to tag @DOTmeetups! We will retweet your post.
   • The event page links to a visible list of interested people.

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   TIP: If you want to organize events regularly, organize them under one profile or create a regular event page where you will be able to connect with previous attendees. (Meetups, Luma)

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   • Any other links that will add value to your event

5. Last step: Fill out the application form: https://forms.gle/3XCTyLZGaCf9hnah7 ‼️

   • Submit the form AFTER your meetup
   • In case you are seeking pre-approval, send the draft proposal directly to curators

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It is mandatory to disclose any approved or rejected EB proposals that may be related to the MuB submission.

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