Recurring Tasks
Last reviewed — Jun 3, 2025
SpeakUp hosts remote meetups on Discord, and to ensure everything runs smoothly, it's important to follow a schedule of recurring tasks focused on community organization and technical support.
Weekly Breakdown
We organize the tasks into four weeks, each with a specific focus, to ensure the event is well planned, promoted, executed, and evaluated.
| Week | Focus | Summary of Activities |
|---|---|---|
| 1 | Planning & Organization | Choose date, theme, and host · Create Discord event · Initial engagement |
| 2 | Confirmation & Promotion | Confirm host and script · Promote on social media and groups |
| 3 | Event Week | Send reminders · Technical review of Discord · Tech support and moderation |
| 4 | Post-Event & Feedback | Collect feedback · Share lessons learned and plan next steps |
Below is a detailed breakdown of the tasks for each week.
Weekly Details
- Week 1
- Week 2
- Week 3
- Week 4
Planning & Organization
Goal: lay the foundation for the remote meetup and prepare initial engagement.
Choose and validate the event date · #1.1
Check for conflicts with holidays or competing events. Ask the community on Discord to help choose the best date.
Note: we’ll use Discord polls to make it easier to choose the meetup day.
Define the main host and theme · #1.2
Talk to potential hosts to confirm availability and choose the main discussion topic.
Create the event on Discord and notify in the event channel · #1.3
We'll create the official event in the Discord channel and notify the community about the date, time, topic, and confirmed host.
Confirmation & Promotion
Goal: ensure the event is confirmed and start official promotion.
Confirm host and event agenda · #2.1
Coordinate with the host about the event structure: duration, format, Q&A moments, etc.
Promote the event on social media and groups · #2.2
We’ll post the official event card on Instagram, WhatsApp, and the Discord event channel with the topic, date, time, and location.
Event Week
Goal: boost community participation, check structure, and provide tech support.
Send reminders · #3.1
We’ll send reminders on WhatsApp and in the Discord event channel one day and a few hours before the event.
Review Discord channels and tech setup · #3.2
We’ll review voice channels, permissions, and connection setup to avoid issues during the event.
Ensure tech support and moderation during the event · #3.3
We'll organize volunteers to help the host with technical issues, moderate the audio, and welcome participants.
Post-Event & Feedback
Goal: collect feedback, analyze outcomes, and plan the next steps.
Collect feedback from participants · #4.1
We’ll share a feedback form with questions about the event experience, suggestions, and improvements.
Share learnings and begin planning the next event · #4.2
We'll analyze the feedback and organize key points in the shared drive for use in the next planning cycle.
Event Frequency
- Once a month — Main (official) event
- Once a week — Casual and optional meetups (self-organized or with facilitators)
Monthly Event (Official)
Suggested Format
- Name: Monthly English Talk – Theme: Monthly topic pick
- Duration: 1h to 1h30 (max)
- Platform: Discord voice channel
- Language: 100% in English, with support and a welcoming environment
Basic Script
5 min – Welcome + Icebreaker
10 min – Topic introduction
30–40 min – Group conversation with host moderation
10 min – Final thoughts / highlights / farewell
5 min – Share feedback form
Weekly Casual Meetups
These are more relaxed sessions focused on spontaneous English practice:
- Book Chat — Book discussions in English
- Movie Club — Conversations about movies and TV shows
- Practice Room — Open voice chat for casual conversation
- Devs Room — English tech talk for developers
Other Key Points
- We will create a channel for concerns/complaints (anonymous reporting)
- We will allow English talk proposals via a presentation form