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.

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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
   • Upload it on Drive and link it to your submission (in step 5.) - 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 who can give you proper documentation)
   • We recommend paying invoices by card (we might ask for transaction confirmation).
   • Invoices that are unclear, don't look all right, or cannot be adequately verified will not be accepted and will be deducted from the funds.

3. Photo/video documentation from the event (link all pictures to your proposal)

   • Pictures of attendees and talk
   • 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 merch
   • If you are adding banners to the proposal - You must add pictures of banners (banners need to have Polkadot as the main part)

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.

   • Event page link with a visible list of interested people. Add Polkadot as a co-host to your event page:

     [How to add Polkadot as a partner on lu.ma page](https://dotmeetups.notion.site/How-to-add-Polkadot-as-a-partner-on-lu-ma-page-19e07b74873a80de9a83ead4a113e504)

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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 ‼️