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A volunteer-run meetup feels chaotic when doors and talks run back-to-back with no buffer for reality. Fifteen minutes of arrivals is not slack; it is the admission that people turn up late. Send speakers the run-of-show a few weeks ahead so they know exactly where to stop, and keep the break, because that is where the audience starts talking to itself.
| Topic | Minutes | Running total |
|---|---|---|
| Doors and mingling People arrive late. Fifteen minutes gives you a genuine crowd before you start. | 15 | 15 |
| Welcome Say why you made the room, who is here, and one word on what the group is about. | 5 | 20 |
| Talk 1 Twenty minutes of talk, not a single second more. Enforce the timer for the speaker's sake. | 20 | 40 |
| Talk 2 Twenty minutes. Reinforce: the timer is a feature here, not a failure. | 20 | 60 |
| Break Ten minutes to breathe, refill a cup, ask the speakers a question offline. | 10 | 70 |
| Q&A Open questions from the room. Make space for new voices, then move on. | 15 | 85 |
| Close Thank the speakers and room, say when the next meetup is, let people linger. | 5 | 90 |
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Using BriefMe, create a 90-minute community meetup: 15 minutes of doors and mingling, 5 minutes to welcome everyone, two 20-minute talks, a 10-minute break, 15 minutes of audience Q&A, and 5 minutes to close.
Ninety minutes is the sweet spot for two talks and Q&A: time enough to settle and hear real questions, not rushed. A single talk might run sixty to seventy minutes; three talks need two hours. More than two talks and your door time vanishes.
Announce the timer at the start. Show a visible countdown on screen or in the room. Stand at the back with a card that says 'One minute left.' Speakers know you care about their time and the next person's slot when you enforce a clear boundary.
No. Some meetings are a short lightning-talks round, others are one deep talk with heavy Q&A. A quiz night or a group working on a shared problem works too. The shape and timings stay; only the content changes. Choose based on what your community needs.