Is your Organization Interested in Hosting an IAPP KnowledgeNet Chapter Meeting?
Great! This is what you need to know.
Local companies, law firms, educational facilities or other venues are welcome to donate meeting space for a local chapter meeting. Hosting is a great way to create connections within the local privacy community. Your organization name will be listed on our website and in event correspondence. Please use the online volunteer form and submit information about capacity of the room. Your offer to host will be shared with the local chapter chairs.
The below tips are suggestions and items to be considered for hosting if your offer is accepted.
General Information
- All meetings are free to attend and are not sponsored by hosts. Meeting space must be free or donated.
- IAPP will create all invitations and collect all registrations.
- Only IAPP branding will be used.
- Participants’ data cannot be kept by the host.
- All meetings are to be held in person at a host venue. If live-streaming is available, it must not be recorded and adhere to IAPP Virtual meeting guidelines.
- Host company may participate on the panel. However panel diversity is desired.
- Chapter Chairs must be involved in the organization and logistics of the meeting, including choosing a date. Host should coordinate all matters through the Chapter Chairs.
Venue and Logistics
- Provide directions, security procedures, and parking or public transit information, if applicable.
- For early morning meetings try to have building and conference areas open and ready for attendees arriving a few minutes early.
- Consider room size and capacity for expected number of attendees.
- Be prepared for no-shows. If ordering food and beverage please consult with IAPP KnowledgeNet co-chairs on average attendance rates to expect.
- Test video, audio, and all other technologies in advance of the meeting.
- Co-Chairs will be present to assist but extra host staff may be required the day of the meeting to help direct attendees.
Meeting Setup and Organization
- Have a microphone available for big rooms, with a lot of attendees, or with soft-spoken speakers. Also consider a microphone for the audience to use when they ask questions.
- Work with co-chairs on the seating arrangement and placement of speakers in the room for optimal hearing and viewing.
- As space allows, and if appropriate for the topic, consider round tables over classroom to encourage group discussion.
- Have water available.
If Providing Food or Refreshments (not required)
- Consider having a vegetarian option available.
- If providing a meal like breakfast or lunch, have a comfortable space for attendees to sit and eat.