Hosting an Athena Meetup is one of the most meaningful ways members support our community. As a host, you create a warm, welcoming environment where leaders can connect intentionally, share their Portfolio of Impact™, and build lasting relationships!
This guide outlines how to define event details, what responsibilities fall to you as the host, and what Athena manages on your behalf.
Defining the Event Details
As the host, you design the core logistics of your gathering:
Choose a Time & Venue
Select a date, time, and location that is:
Accessible for attendees
Budget-friendly
Conducive to connection (home, restaurant, private room, or activity-based venue)
Athena Member Gatherings work well in a variety of formats - from casual living-room gatherings to group dinners to experience-based activities such as panel discussions, wine tastings, service-related events and more, there is no limit as to what activity can constitute a successful gathering to bond members.
Decide on Refreshments or Meal Format
You may choose to:
Sponsor refreshments, either personally or through your organization
Host at a restaurant or bar (attendees pay their own tab night-of or prepay a ticket beforehand and we reimbursement the host)
Organize a potluck-style gathering, encouraging everyone to contribute
For unsponsored events, Athena can collect an RSVP fee from attendees to cover costs upfront. We can try to pay with the venue beforehand online if possible, but often an an in-person payment is required. In this case, the host must front the bill and Athena will reimburse the host as soon as possible after.
Reimbursement Process
If you pay out-of-pocket for event expenses:
Athena reimburses you once the event is complete
You must submit either:
A completed reimbursement form and the receipts/invoice or
Your Bill.com ID plus photos of all receipts
Athena typically reimburses within 1 week after the reimbursement request. We encourage hosts to file for reimbursement as soon as possible after the event.
Host Responsibilities
As the community leader for your gathering, you are responsible for:
1. Selecting the Date, Time & Location
Determine when and where the event will take place and confirm any necessary reservations.
2. Coordinating the Venue
If your event is hosted in a restaurant, bar, or external space, you will:
Make the reservation
Serve as the venue’s primary point of contact
3. Determining the Budget
Work with Athena (if needed) to decide whether:
You will sponsor the event
Costs will be covered by attendee RSVP fees
The gathering will be potluck-style
4. Facilitating the Event Experience
Using our event structure, the host plays a key role in ensuring connection happens naturally and intentionally. This includes:
Guiding the flow:
Welcoming attendees during the “Gathering & Connecting Individually” phase (usually 30–45 minutes)
Helping people meet each other—especially those on the periphery
Facilitating the group introduction round by briefly prompting Portfolio of Impact™ shares
Introducing any shared experience, topic, or featured expert
Supporting the atmosphere:
Reading the room and ensuring conversations are inclusive, balanced, and aligned with Athena norms
Encouraging movement, connection, and participation
Keeping transitions smooth and on time
Athena Responsibilities
Athena manages all member-facing logistics so you can focus on the gathering itself. Athena will:
1. Create & Post the Event Page
We publish the official event listing on the Athena website.
2. Invite Members
We promote your meetup to local members, and, depending on the event, the greater community, and encourage RSVP.
3. Manage RSVPs
We track attendee sign-ups, waitlists, and attendance.
4. Process Payments (if applicable)
If the event requires an RSVP fee, Athena handles:
Collecting payments
Sending receipts
Tracking attendee contributions
5. Handle RSVP Communication
We send:
Confirmation emails
Calendar invites
Reminder emails/messages
6. Reimburse the Host (if applicable)
Once you submit your:
Reimbursement form or
Bill.com ID
And receipt photos/copy,
Athena will process reimbursement promptly.
Additional Host Tips
Encourage intentional connection
Help attendees introduce themselves succinctly
Ensure inclusivity and avoid self-promotion
Offer support and making space for all voice
Any questions? Please reach out to [email protected]. Our team is happy to discuss further via email or virtual meeting.