Host HQTech Week 2026
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BOS May 26-31 · NY June 1-7 · 2026

Host HQ
The playbook that fills rooms at Tech Week

Write event copy in minutes. Know exactly how many to invite. Execute without missing a step. Built for NYC and Boston hosts who want the right people in the room.

✦AI copy in minutes
◎Attrition math for Tech Week
▣Checklist from 500+ events

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Pro tips

  • -Add a named speaker — even one notable name dramatically lifts RSVPs
  • -Be specific about what attendees will gain, not just what will happen
  • -Set registration cap to 2.5-3x your target for free events
  • -Partiful titles with a number or clear outcome get more clicks

◎Your Event

Tech Week calibrated
14 days
Last-minute1 week1 month3 months

Named speaker confirmed

Boosts show rate by ~10%

Sending reminder sequence

Text blasts week before, day before, day of

To get 100 people in the room, open RSVPs to

239people
~42% will showTypical for Tech Week

Recommended waitlist

48

your most committed RSVPs

▸ Recommendations

  • 1Open to 239 more people to fill your room. The best Tech Week events approve well above their target.
  • 2Open registration to 239 people and add a waitlist of 48. Waitlisted guests are your most committed attendees — they actively sought out a spot.
  • 3A solid reminder sequence — week before, day before, and day of text blast — is the easiest win for getting people through the door.
  • 4A named speaker is a game changer. One recognizable face drives 10-15% more people through the door.

Event Preparation Progress

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8+ Weeks

Foundation

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Define your north star goal

high

What is the ONE thing attendees should walk away with? Write it in one sentence before doing anything else.

Choose your event format

high

Panel, workshop, networking, hackathon, dinner. Each format has different logistics, attrition rates, and value props.

Set target attendance and ideal audience

high

Be specific. "200 NYC founders building in AI" beats "tech people". Your cap and invite list follow from this.

Scout and book your venue

high

Confirm capacity, A/V, catering policy, load-in time, and cancellation policy before signing anything.

Submit your event to Tech Week

high

Apply early. The official calendar fills up fast. Make sure your date does not conflict with major anchor events.

Identify co-hosts or sponsors

medium

Co-hosting with a complementary company doubles your promotional reach.

Draft your event budget

medium

Venue, catering, A/V, design, swag, photography, and contingency. Plan catering for 90% of target attendance.

Brief internal stakeholders

medium

Align on goals, budget approval, team involvement, and success metrics before any external commitments.

All Phases

Remember These

  • -One named speaker can double your registrations
  • -For free events, open registration to 2.5-3x your target to fill the room
  • -Send a re-confirm text 48 hours before — people double-book Tech Week
  • -Day-before text blast is your highest ROI action
  • -Arrive 2 hours early, always
  • -Follow up within 72 hours while it is still warm

Day-Of Emergency Playbook

  • Speaker no-show: have a backup moderator ready
  • A/V fails: phone plus bluetooth speaker is your backup
  • Over capacity: use a second room or manage the door
  • Under capacity: consolidate the room, looks more intimate
  • Catering late: extend cocktail hour, do not announce it
🏨

Hotel Discounts

Exclusive rates for Tech Week hosts and attendees, in partnership with Klerk.

NY Tech Week hotels→BOS Tech Week hotels→
🗽

Tech Week Specifics

  • - Check the official calendar for conflicts
  • - Submit by April 17 for early calendar inclusion
  • - Add #TechWeek to all social posts
  • - Reach out to hello@tech-week.com for co-promotion help
  • - BOS (May 26-31) and NY (June 1-7) are both on the official calendar
🤝

Finding a Co-Host

Co-hosting splits costs, doubles the guest list, and makes the event more interesting. The easiest way to find one is to just ask publicly.

  • 1.Post on LinkedIn. Something like: "We're hosting a [type] event at NY Tech Week on [date]. Looking to co-host with [type of company]. If that's you, DM me." Most people don't think to do this — it works.
  • 2.Post in the host WhatsApp group. Other hosts are actively looking for the same thing. Join here →
Sample post: "Hosting a [format] at NY Tech Week (June 1-7). Looking for a co-host in the [space] space — ideally someone with a strong founder or investor network. Reach out if interested!"