Host an Event

Thank you for your interest in hosting an AWS User Group Berlin meetup. Our events are made possible by companies and teams who support the local AWS community by providing a venue, helping with logistics, and creating a welcoming space for technical exchange.

As a host, you can:

  • Support the local AWS community
  • Welcome technical professionals into your space
  • Introduce your company and engineering teams
  • Create networking opportunities
  • Build visibility among AWS practitioners
  • Continue the conversation with future technical contributions

What we expect from hosts

The host company usually provides:

  • A venue for approximately 40-100 participants
  • Seating and presentation space
  • Projector or large screen
  • WiFi access for attendees
  • Catering for the networking break
  • Light beverages
  • Basic event-day support for check-in and orientation

Most of our events have around 50-70 participants, but the exact number can vary depending on the season, weather, topic, and agenda.

Host introduction

At the beginning of the event, the host company usually gives a short welcome introduction of up to 10 minutes.

This can include:

  • A short company introduction
  • A brief overview of the technical teams
  • Open roles or hiring information
  • Practical venue information for attendees

The main technical talks are organized separately by AWS User Group Berlin. Host companies are welcome to submit a technical AWS-related talk for a future meetup.

Accessibility and check-in

A smooth arrival experience is important for attendees.

Please consider:

  • Is the venue easy to find?
  • Are signs or directions needed?
  • Is there a security desk or registration process?
  • Do attendees need badge access, elevator access, or guidance?
  • Is the venue wheelchair accessible?
  • Are food, drinks, and facilities reachable for all attendees?

If the check-in process is complicated, please let the organizers know in advance so we can communicate it clearly to participants.

Submit hosting interest

Commonly asked questions

What time does the event begin?
We aim to let participants in at 18:30, but this is not strict. Hosts can allow early arrivals. We reserve 15 minutes for mingling, and the agenda officially begins at 18:45.
How does the agenda look like?

Default format:

  • 18:45-19:00 Intro by AWS UG Berlin and host company
  • 19:00-19:40 Speaker 1 presents the topic, including Q&A
  • 19:40-20:05 Networking break
  • 20:05-20:45 Speaker 2 presents the topic, including Q&A
  • 20:45-20:50 Closing
How many participants should we expect?
Most events have 50-70 participants, but 40-100 is possible depending on season, weather, and agenda. Registration numbers are not fully reliable, so exact attendance cannot be guaranteed.
What catering resources do we expect from the host?
Along with the venue, we expect the host to arrange catering for the networking break and provide light beverages. The host should organize delivery of food, cutlery, and beverages, and set up the venue.
What time should the food be delivered?
The food should ideally arrive at 19:30 and no later than 19:40, so it is ready for the networking break.
What dietary requirements should we expect?
Community members usually request vegetarian, vegan, and halal food. A practical planning ratio is around 50% meat, 30% vegetarian, and 20% vegan. Gluten-free options are also requested occasionally, so offering a few gluten-free choices can be helpful.
What technical resources do we expect from the host?
The host should provide a projector or large screen for presentations and WiFi access for participants. Please also let the AWS UG leaders know if you can provide a parking spot during the event, as this helps with logistics.
Can we host if our office has security requirements?
Yes. Many hosts require registration, security checks, visitor badges, or guided access. We simply ask that these requirements are communicated early so attendees can be informed beforehand.
How does the hosting process look?

The usual process is:

  • The host company submits their interest through the hosting form.
  • AWS User Group Berlin confirms feasibility details with the host.
  • The event is announced around two weeks to one month before the event date.
  • The event is promoted on Meetup.com, Luma.com, the AWS UG Berlin website, and social media.
  • Registration closes a few hours before the event starts.
  • AWS User Group Berlin shares the final participant list after registration closes.
  • After the event, both sides share feedback and discuss possible future collaboration.
What do you require for a wheelchair-friendly event?
The venue should provide wheelchair access to the auditorium, a suitable space for wheelchair users, and a wheelchair-friendly toilet. Food, cutlery, and beverages should be reachable from a wheelchair, or a volunteer should be available to assist.
Should we plan for wheelchair accessibility even if nobody requested it yet?
Yes. Please plan the event assuming that at least one participant using a wheelchair may attend. If someone informs us in advance, we can coordinate the details together.
Does the host present a topic on the event day?
No, not as one of the main technical talks. On the event day, the host gives a short welcome introduction of up to 10 minutes. Host companies are encouraged to submit a technical, AWS-related talk for one of the following meetups.
What can the host include in the welcome introduction?
The host can briefly introduce the company, technical teams, products, open roles, or other relevant information. The welcome introduction should stay within 10 minutes.
Why should our company host an AWS User Group Berlin meetup?
Hosting an event is a great opportunity to support the local AWS community, connect with practitioners, showcase your engineering culture, meet potential candidates, and build relationships with cloud professionals across Berlin.
What participant details can the host receive before and during the event?
The host receives only the full names of participants before and during the event. Collecting additional personal information is not allowed unless discussed with AWS User Group Berlin at least one week before the event announcement date.
Can the host take photos and videos during the event?
Yes, but with one important condition: if a participant asks for their photo or video not to be used, the host company must remove it and not share it publicly.
How far in advance should we contact you?
Ideally, reach out at least 4-8 weeks before your preferred hosting date. This gives us enough time to coordinate speakers, logistics, and event promotion.
Are there any sponsorship fees?
No. AWS User Group Berlin is a community-driven meetup. Hosting companies typically provide the venue, catering, and basic event infrastructure, but there are no additional sponsorship fees.
Will talks be recorded?
Recording is optional and depends on the speaker, host company, and event setup. Any recording should be coordinated with speakers and attendees in advance.
Who can I contact if I have additional questions?
Feel free to reach out to the organizing team at organisers@berlinawsug.de. We are happy to clarify logistics, expectations, accessibility, or any other hosting questions.