Communicating with members

  • Every Meetup group grows and evolves differently. Some of the most active and successful Meetup groups started with just a few people. Whether you have 3 members or 300 members, keeping your members active is the best way to ensure your Meetup’s success. Here are some suggestions to keep your members engaged.

    Ask them to RSVP. It sounds simple, but it's surprisingly effective: ask your members to take a moment and RSVP for your next Meetup. You can send an email to your members to let them know that there's a Meetup coming up on the Calendar, or message some of your members to ask that they RSVP. Or both. Let your members know that you expect and appreciate their RSVPs.

    Set a limit on how many people can come. This one is a little sneaky: having a limit on the number of people who may come is a good way to put (gentle) pressure on your members to make a decision now. If they don't RSVP right away, they risk not being able to come at all. (Remember: as the Organizer, you can increase the limit you set as the date gets closer if you'd like.)

    Put RSVPs on a deadline. When you're scheduling your Meetup, you can set a date and time after which new 'Yes' RSVPs are not permitted. This one isn't quite as effective as limiting the number of open slots, but it can be used to encourage folks to RSVP now and not later.

    Require a small fee. Some organizers find that if members are required to pay membership dues or a small fee for the event, they will be more committed to attending Meetups. Even a single dollar can encourage a stronger commitment from members. 

    Let members know exactly what to expect. Clear descriptions for your Meetups are important. The more details you can give your members, the more likely they are to RSVP. Some important things to include:

    - What will you be doing at your Meetup?
    - Will it be an activity? A discussion? A presentation?
    - Do members need to bring anything?
    - Who should come? Are newcomers welcome?
    - How long will the Meetup be?

    Diversify your Meetups. Are there members who consistently can't attend Meetups because the recurring dates conflict with their schedules? Take them into consideration. If your Meetup usually meets on weekday nights, try scheduling a Meetup for a weekend to see how it goes. Are your Meetups usually lectures? Try having one Meetup that’s just an opportunity for members to socialize around their shared interest! Mixing it up a bit helps keep everyone engaged. 

    Schedule bring-a-friend-Meetups. Think of them as membership drives. Encourage your members to bring someone they know who may be interested. New members may feel more comfortable attending Meetups with someone that they're already familiar with, and fresh faces can add new energy to a Meetup group.

    Decide what you will do if members don't RSVP. You may decide that inactive members should be removed from your Group after x number of months. Or maybe it's best for your Group if folks who RSVP 'yes' and don't show up more than some set number of times are removed.

    Whatever you decide, make your policy clear to your members, and stick to it.

    Need more inspiration for your Meetup? Check out the Organizer Guide.

    How do I get members to participate?
  • Note: It is not currently possible to delete a message.

    An organized inbox is a happy inbox. As you become more active on Meetup, you’ll find yourself receiving more messages, and archiving old or finished messages can really help keep your inbox clean.

    Archiving a message moves it out of your inbox and into a separate folder. You can access archived messages in the Archive tab.

    If you resume a conversation that was previously archived, we’ll automatically move it back into your inbox so you don’t miss any replies. You can also manually unarchive a message at any time.

    To archive a message:

    Desktop & Mobile Web

    1. From your Messages page, select the message you want to archive.
    2. Click on the three dots icon in the upper right-hand corner of the message.
    3. Select Archive from the menu.

    Android App

    1. Tap the Messages icon.
    2. Tap on the message you want to archive.
    3. Tap the three dots icon in the upper right-hand corner.
    4. Tap Archive conversation.

    To unarchive a message:

    1. Tap the Archived messages icon in the upper right-hand corner.
    2. Select the message.
    3. Tap the ... three dots icon in the upper right-hand corner.
    4. Tap Unarchive conversation.

    iOS App

    1. Tap the Messages icon.
    2. Tap the message you want to archive.
    3. Tap the three dots icon in the upper right-hand corner.
    4. Tap Archive.

    To unarchive a message:

    1. Tap the "Archived messages" section.
    2. Select the message.
    3. Tap the ... three dots icon in the upper right-hand corner.
    4. Tap Unarchive.
    How do I archive messages?
  • Note: It is not possible to mute private, one-on-one messages.

    If you want to take a break from a group message but don’t want to leave it entirely, muting will disable notifications for that conversation. You’ll still be able to access and reply to the conversation from your Messages; we just won’t alert you when there are updates. When you’re ready to re-enable notifications, you can un-mute a group message at any time.

    Desktop & Mobile Web

    1. From your Messages page, select the group message you wish to mute
    2. Click on the three dots icon [insert three dots icon] next to the names of the members
    3. Select Mute from the menu

    Android & iOS App

    1. Tap the Messages icon
    2. Tap the group message you’d like to mute
    3. Tap the ... three dots icon in the upper right-hand corner
    4. Select Mute
    How do I mute a group message?
  • We get it: some group messages get chatty or stray onto a tangent you don’t feel like following. That’s why we give you the option to leave a group whenever you like.

    Once you leave a group message, you won’t receive any further messages or notifications for that group, and the message history will no longer appear in your inbox. Keep in mind, though, that you will only be able to rejoin the message if someone from that conversation adds you back.

    Desktop/Mobile Web

    1. From your Messages page, select the group message you want to leave
    2. Click on the three dots icon to the right of the participant names
    3. Select Leave from the menu

    Android/iOS App

    1. Tap on the Messages icon
    2. Tap on the group message you’d like to leave
    3. Tap the three dots icon in the upper right-hand corner
    4. Select Leave
    How do I leave a group message?
  • If you’d like the option to reply to messages via email, all you have to do is enable email notifications for messages. By default, notifications are enabled, but you can double check in your account settings.

    When a member sends you a message, you’ll receive an email notification from messages@meetup.com. You can reply directly to this email, and we’ll notify the recipient of your response with a message, visible to both you and the member(s) you’re responding to on the site and in the app.

    Other Meetup notification emails (new Meetup announcements, reminders, etc.) arrive from info@meetup.com. This email address is not monitored and is used only for automated outgoing email notifications. If you receive a notification from info@meetup.com and want to respond, check the email for a link to the sender's Meetup profile. From there, click on the sender's name to visit their profile and send them a message.

    How do I reply to messages via email?
  • When the 140-character limit of a discussion isn’t enough, your Meetup group’s mailing list is the perfect way to reach your members with announcements, newsletters, and more. Not to mention, being able to respond directly via email is great for when your members need their Meetup fix but need to look productive at work.

    We assign every Meetup group a unique mailing list email address. If the organizer decides to enable the mailing list, members can find the address under More, then Mailing list.

    Any member subscribed to a mailing list can email the list using the email address tied to their Meetup account. We archive every email sent to the mailing list in the Mailing list page of the Meetup group. This allows members who aren’t subscribed to see what they’re missing, and for new members to catch up on group activity.

     Keep in mind, when you email a Meetup group mailing list, your email address is visible to the subscribers who receive it. If you prefer to keep your email address private, we recommend not replying to the mailing list, or creating a separate email address that you only use for your Meetup account. Note: Your email address will not be displayed in the mailing list archive.

     As an organizer, you can adjust the settings of your group’s mailing list, including editing the email address and choosing from the following settings for member access:

    • Open: Messages sent to the Mailing List are delivered to subscribers immediately or in a daily digest, depending on which setting each subscriber has chosen
    • Moderated: Organizers must approve or decline messages sent to the mailing list before they are sent to subscribers
    • Off: Disable the mailing list for the Meetup group

    To adjust the settings of your Meetup group’s mailing list:

    Desktop Web

    1. From your Meetup group's home page, select Manage group and then Edit group settings
    2. Choose Optional features
    3. Under Communication, edit your mailing list address and settings
    4. Confirm your updates by clicking Save

    Mobile Web

    1. From your Meetup group’s home page, select Manage group and then Edit group settings.
    2. Select Other.
    3. Under Mailing list, edit your mailing list address and settings.
    4. Confirm your updates with Save.

    Android App

    1. From your Meetup group’s homepage, tap the ... Thre dots icon in the upper right-hand corner.
    2. Tap Group settings (this will open your mobile web browser).
    3. Tap Other and scroll down to the "Mailing list" section.
    4. Make your desired changes to the mailing list address and settings.
    5. Tap Save to confirm your updates.

    iOS App

    1. From your Meetup group’s homepage, tap the ... Thre dots icon in the upper right-hand corner.
    2. Tap Group settings.
    3. Tap Other and scroll down to the "Mailing list" section.
    4. Make your desired changes to the mailing list address and settings.
    5. Tap Save to confirm your updates.
    How do I edit my Meetup group's mailing list?
  • Who doesn’t love a good conversation? Discussions make it easy for your members to stay engaged outside of scheduled Meetups. From newbies looking to introduce themselves, to longtime members sharing news and organizers seeking feedback, discussions benefit everyone.

    Of course, with great discussions come great responsibility, at least for organizers. As an organizer, it’s up to you and your leadership team to make sure the discussions that take place in your Meetup group align with the interests and guidelines you’ve set. For most, this includes deleting spam, bringing the peace to arguments or heated conversations, and removing members who can’t keep it civil.

    Get Notified About New Discussions

    When anyone starts a discussion, we send a notification to the group’s organizer and leadership team. Our goal with this is not to barrage organizers with emails, but rather to make sure they can easily stay on top of interactions happening among their members.

    Delete a Discussion or Comment

    Only the the primary organizer and co-organizers can delete discussions and comments from their Meetup group. Any member can also delete any of their own discussions or comments.

    Desktop and Mobile Web:

    1. From your Meetup group homepage, scroll down to Discussions and click See all
    2. Find the discussion you’d like to delete and select the three dots next to it
    3. Choose Delete
    4. Select Confirm to delete the discussion

    Android and iOS App:

    1. From your Meetup group homepage, scroll down to Discussions and click See all
    2. Find the discussion you’d like to delete and select the three dots next to it
    3. Choose Delete

    Report a Discussion or Comment

    While only organizers and co-organizers can delete content from their Meetup’s discussions, all group members can report comments and discussions. If you come across a post that seems to violate the group’s or Meetup’s guidelines, we encourage you to report it so our Community Integrity Team can review and take action if necessary.

    1. From your Meetup page, scroll down to Discussions
    2. Find the discussion you’d like to report
    3. Select the three dots on that discussion and choose Report
    4. Choose a reason you are reporting this discussion and select Next
    5. Type in additional comments (if needed) and select Report

    Choose Whether Members Can Start a Discussion Thread

    Using the toggle near the top of Discussions, organizers and co-organizers can decide whether members can start a new discussion, or limit members to reply only. This is a tool to help organizers have more control over the quality of the discussion. You can change this setting at any time by clicking the toggle. Members can always reply to existing discussion threads.

    Discusions-toggle-image.png

    • When the toggle shows a check to the right, anyone, including members, can start a discussion.
    • When the toggle shows a gray x to the left, only organizers and the group leadership team can start discussions, limiting members to reply only.

     

    How do I manage discussions?
  • Note: Custom email lists can only be managed via the desktop web version of Meetup.

    There may be times when you want to contact a specific subset of members within your Meetup group. Perhaps you want to send a welcome message to only your newest members, or share study tips for the beginners in your Spanish language exchange.

    Organizers have the power to create, edit, and delete custom email lists to send the right message to the right members at the right time.

    When you send a messages to a custom list through the Meetup site, recipients are able to reply directly via email. The responses go only to you, and are not sent to anyone else on the email list.

    To create a new custom list:

    1. From your Meetup group homepage, click Manage Group 
    2. Select Contact members
    3. Under Send this message to check A custom list
    4. Click New list
    5. Give your custom list a name
    6. Add members to the list by clicking Add to list in the left column
    7. Remove members from the list by clicking Remove from list
    8. When you’ve finished, click Create list to save your new list

    To edit an existing custom list:

    1. From your Meetup group homepage, click Manage Group
    2. Select Contact members
    3. Under Send this message to check A custom list
    4. Select the list you want to update from the drop-down menu 
    5. Click Edit
    6. Make your changes

    Save your updates by clicking Finish

    How do I make a custom email list?
  • Successful Meetup groups all start with the same thing: engagement. We want organizers to be able to contact their members quickly and easily to keep them in the loop.

    The Contact Members tool helps you to communicate with your members without having to disclose your personal email address, as you would with your group’s mailing list.

    To access your Contact Members tool via your desktop or mobile web browser:

    1. From your Meetup group homepage, select Manage group
    2. Select Contact members from the drop-down menu
    3. Under Send this message to, you’ll see the default option is set to email all members in your Meetup group
    4. Click see more options to choose a specific group instead:
      • A custom list
      • Members on the mailing list (if your mailing list is enabled)
      • Pending members
      • Active members
      • Inactive members
      • Leadership Team
      • Members related to a recent or upcoming Meetup (by RSVP status)

    If your group’s mailing list is enabled, you can set the reply address to mailing list. You then have the option to send responses to all those members subscribed to your mailing list, or just directly to you. This will save you time for occasions when you need to reach your entire group by email.

    While the Contact Members tool supports basic formatting options like bold, italics, and underlining, you can customize your message further by sending it directly from your email client. Sending from your email client also allows you to include attachments, such as the menu of the restaurant hosting your Meetup. To send a customized message, email your message either to your Meetup group’s Announce address or mailing list address.

    Contacting your members via the Meetup app

    While the Contact Members tool isn’t currently available via the Meetup app, you can still communicate with your members by sending a message to your Meetup group's Announce or mailing list address directly from your personal email. The biggest difference here is that unlike with Contact Members, these other methods will display your email address to your recipients.

    Note: When contacting your members via your Announce or Mailing List address on a mobile device, your email must be sent from the email address connected with your Meetup account.

    Android and iOS Apps

    1. From your Meetup group homepage, tap the three dots icon in the upper right-hand corner
    2. Tap Contact members
    3. This will launch your device’s preferred email client where you can compose and send your message

    Message format

    To ensure a consistent experience for members, messages sent by email include a subtle gray border and a Meetup logo at the top.

    While organizers do have the option of using HTML in their communications to members, for the best results on all devices, we recommend keeping it simple, and ideally text only. Images should be a maximum of 360 pixels wide.

    How do I email my members?
  • When you have big news for your members, you want to shout it from the rooftops. Take it from us, Meetup messages, group communication, and contact tools are going to be much more effective (and safer).

    As an organizer, you have several options for getting in touch with your members. You can message members individually, in small groups, or all at once. Let’s walk through the different methods so you can find the one that makes sense for you.

    Contact Members

    The Contact Members tool allows you to send a message to all members who have chosen to receive organizer announcements. You can also use this to send messages to specific subsets of members (based on recent activity or RSVP status, for example).

    Note: The Contact Members tool will not display your email address when contacting members, unless your group mailing list is enabled.

    Contact Attendees

    Need to contact attendees of an upcoming or past Meetup? Follow these steps to send a message to only the attendees of a specific Meetup.

    1. Select the Meetup event from your Meetup group homepage
    2. Select the Organizer tools drop down menu
    3. Click on Contact attendees

    Group Mailing List

    Every Meetup group has its own unique mailing list, to which members can subscribe or unsubscribe. When you send a message to the mailing list, Meetup will notify all members subscribed to the mailing list.

    You can send these emails from the Meetup platform or directly from your email client. Just make sure to use the email address associated with your Meetup account, so our system knows it’s you. Also keep in mind that when you send something to the mailing list, your email address will be displayed to the recipients. The same goes for any members who reply to the message.

    When a new member joins your group, they’ll receive mailing list updates by default. They can always choose to unsubscribe.

    Learn more about mailing lists and how to use them to keep your members up to date.

    Meetup Messages

    You can reach out to members privately or in small groups using Meetup Messages. These messages are sent directly to the recipients’ Meetup inbox, and only the members included in the conversation are able to view them.

    Welcome Message

    When a new member joins your group, we’ll send them a welcome message, which you can set up to say whatever you like. This is often the first piece of communication they’ll see from you, so make it count.

    This article explains why it’s so important to customize your welcome message and how to do it.

    1. Navigate to your Meetup group’s page and select Manage Group
    2. Choose Edit group Settings
    3. From the group settings page, choose Your Members
    4. Scroll down to "Welcome message to new members" and enter your message
    5. Click Save to confirm your changes

    Discussions

    Group discussions are a quick and easy way to get conversations going that all your members can access. The 140-character limit on posts and comments keep things from getting too crazy, while still allowing everyone a place to speak their mind.

    Learn all the details you need to manage your group’s discussions.

    Send Attachments to Members

    If you need to share an attachment with your members - an informative welcome pamphlet or a map of the venue for an upcoming Meetup - use your organizer announcement address or your mailing list address to send the attachment directly from your email client.

    To find these addresses:

    1. From your Meetup group’s homepage, select Manage group 
    2. Select Edit group settings from the drop-down menu
    3. Scroll down to Optional features
    4. Copy the appropriate address
    5. Paste it into your email client, compose your message, and send it

    Need more inspiration for your keeping in touch with your Meetup members? Check out The Organizer Guide.

    Message format

    To ensure a consistent experience for members, messages sent by email include a subtle gray border and a Meetup logo at the top.

    While organizers do have the option of using HTML in their communications to members, for the best results on all devices, we recommend keeping it simple, and ideally text only. Images should be a maximum of 360 pixels wide.

    How do I contact my members?
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