Regional Conferences | Terms + Application Info
Hosting a regional conference is a major undertaking. We are excited that you are interested in this opportunity but first need to ensure you understand how it works. Read on for our terms and conditions:
Mission & Values
Your event must be in line with the values of Startup Grind itself: give, not take, make friends not contacts, help others before helping yourself. Our mission is to educate, inspire and connect every entrepreneur in the the world. Startup Grind Regional Conferences are not agenda or single-topic driven.
Only Startup Grind Directors who have the following qualifications are eligible to apply to host a Regional Conference:
- You must have attended a Startup Grind Conference (Organised by HQ) in person
- You regularly host 12 chapter events/year; avg 70 attendees/event
- You have hosted more than 250 attendees at at least one of your events in past 12 months
- You successfully secured sponsors for the chapter to the value of at least $5,000USD in the past 12 months
- You must have over 24 months experience as a Chapter Director before you can apply to host a Regional Conference
Startup Grind Regional Conferences are named after regional locations, such as countries or geographic regions and aim to serve that named community. You will need official approval for your preferred conference name and then you may only use that name when referring to the event.
Startup Grind HQ will supply you with Art Assets, but it is up to you to “localize” them. Please ensure you get a graphic designer with Adobe Illustrator skills to assist. If you don’t have a friend, please use Fiverr, upwork.com or something similar. Here's a great example from Pablo in Mexico City: http://bit.ly/2VdNwGu
We do not allow co-branding. Connecting the Startup Grind logo/identity/name to the name of another organization, non-profit, corporation or other, or presenting your Startup Grind Regional Conference as being organized by such entities is prohibited.
Startup Grind events are stand-alone events - they may not be combined with or integrated into any pre-existing conference or event.
Location & License
Startup Grind allocates one location-based license series per applicant; you must live in the city for which you are applying for a license. Your Startup Grind Regional Conference must happen in the city for which you received the license. Startup Grind Regional Conferences do not travel - a Startup Grind Regional Conference license is valid for one city, and for one event.
Startup Grind Regional Conference Organizers are responsible for procuring and handling their own speakers. Startup Grind HQ simply does not have the resources to help secure speakers, but a reference to our past speakers should be used for inspiration as you put your roster together.
Please always keep in mind that we expect you at the regional level to hold the same standards for diversity on stage as we do at HQ.
- Remember to ensure diversity - at least 40% of your speakers should be representing various forms of diversity
- Top 15 founders of the region / country
- Top 5 investors of the region / country
- Interviewers (tech leaders, ambassadors, media, potentially sponsors when appropriate)
- 1-2 “other” speakers (International, Celebrities, Sports Icons, Comedians etc.)
We recommend all talks are under 30 minutes. We typically have keynotes between 10-15 minutes and fireside chats between 20-30 minutes. It's highly recommended that you do a small pop-up stage (can be only 25 people even) for speaker Q+A's if they are willing to stick around after their mainstage talks.
Most programming should be short (20-30min) Fireside chats with the occasional Keynote talks and perhaps a couple Panel Discussions and Workshops if needed for your sponsors. The main and most prominent format remains the Fireside Chats, especially on Main Stage. Most Startup Grind Global talks are 20-minutes with a follow-up Q+A off-stage.
Startup Program / Pitching
Startup booths are allowed. Pitch battles are not allowed. You can select up to 5 startups to present for 1 minute each throughout the period on the main stage: i.e. between talks.
- Do all you can to keep your venue low-cost (such as in-kind sponsorships)
- Check schools, govt facilities, etc.
- Look for fixed chairs, lights, AV and restrooms
- Aim for 3x your regular audience size (no less than 400)
- If possible, look for a venue with a green room (VIP Room or secure room for speaker to be before they go on stage - and not be swamped by crowd)
- You may have 1-2 breakout rooms, where keynote talks and workshops work well, but you need to have enough attendees to ensure all rooms are full. 1-2 fireside chats per room are always needed.
- Breakout rooms are great opportunities to sell higher level sponsorships which include speaking opportunities AND for speaker Q+A off-stage. Try to secure a venue with at least one additional breakout room.
Be sure to have lunch and short breaks throughout the day
You must record content on video - only the main stage required (fireside chats, keynote presentations, etc). After your event, you must make the videos accessible to Startup Grind and the public via the Startup Grind Local YouTube channel (and put into a YouTube PlayList).
You must use your Chapter Dashboard to sell tickets as well as invoice Sponsors. Revenue (from ticket sales, sponsorships & retreats) is subject to your typical chapter split. Ticket revenue will be paid out after the completed event, as always. Sponsor revenue will be paid out as payments come in. It is crucial that you plan well so you have the cashflow to meet all agreements at the necessary time. All financial agreements are between you and your vendors - not between Startup Grind Inc and anyone. We will not tolerate a lack of integrity so please take care of your vendors and anyone you have a financial agreement with (including traveling speakers, if applicable) in a timely fashion. This requires both clear agreements with each person (keep email records in case of disagreement) as well as good budget planning. Just as is the case with your chapter, at the end of the day all costs are yours so it is important that you manage things right (budget well, promote well, etc) to ensure the success of your event.
Startup Grind Regional Conference Organizers are responsible for marketing their own Regional Conference, however, Startup Grind HQ will assist you with marketing your event in the following ways:
- Startup Grind global newsletter placement promoting the upcoming event
- Startup Grind global tweets promoting the upcoming event
Startup Grind HQ Representation
Startup Grind HQ, if possible, would like to send one team member to represent HQ at each event, and provide support where available.
Point of Contact
Your primary point of contact will be the Community Manager for your region.
If the event needs to be cancelled you must return payment for all ticket sales and to all sponsors. Costs incurred are not the responsibility of Startup Grind Inc.
What to expect from Startup Grind HQ
- Startup Grind HQ DOES NOT help secure speakers or sponsors.
- A feature in one (1) global newsletter promoting your upcoming event.
- A custom image + tweet (1) promoting the upcoming event. We'll RT when it's appropriate otherwise!
The application will ask you questions about speakers, sponsors, venues, tickets, marketing plans, your team and more. It is a lengthy application because putting on a conference is no small thing. In order to have the opportunity we need to see that you have thought through all the necessary details. Your application will be reviewed by our HQ team. If you have questions along the way reach out to: firstname.lastname@example.org.
Once we receive your completed application your Community Manager will reach out to schedule a video call to go over your application (within 2 weeks). Thereafter, should the application be valid, your Community Manager will arrange another video call with you and the Startup Grind HQ Events Team for pre-approval.
After the calls you may be issued a pre-approval, and you can begin publishing the event, lining up speakers & sponsors, etc. Your final approval will come a couple months later - once you have proven you have execute on your plan. A detailed list of timelines and milestones have be provided here.
- One consulting call with the events team;
- One consulting call with the sales team;
- One consulting call with the startup team (if relevant).
If you do not follow the timelines and meet the milestones we reserve the right to have you cancel the event. In the event of a cancellation you will need to refund all tickets and sponsors.
Where to apply
If you would like to apply to host a Regional Conference (and have checked to make sure you meet the qualifications above) you may do so here. The application must be completed at least 7 months prior to your anticipated event date.