Email Templates

Email Templates#

Job Posting Emails#

Hi {POSITION_ADVERTISER},

It is great to see that {COMPANY NAME} wants to share your open positions with our community. As well as reaching a community of talented Python engineers you can also increase diversity by hiring members of our community, however, we would strongly recommend that you also look into achieving inclusion that can sustain such diversity. We highly recommend reading Elizabeth Black’s short article [1] regarding writing inclusive job descriptions in case you are not already familiar with it.

If you’d like, you’re welcome to share your job posts in our slack [2] in the channels #jobs and #jobs-europe. We recommend that you explicitly mention what makes the working environment inclusive as this is important to many of our members.

[1] How to write effective and inclusive job descriptions

[2] Slack invitation

Best wishes,

{PYLADY} & the Berlin PyLadies

Speaker Emails#

Speaker invitation email#

:white_check_mark: To be sent roughly 5 weeks before the meetup

Hi {SPEAKERS NAME} :smile:

We are so excited that you want to share your knowledge with our community. We would like to invite you to speak at our Meetup on {DATE} :heart_eyes:

I’m {PYLADY}, I am organizing the event and will be your point of contact. Please reply to this email and let us know if the date works for you.

I will be publishing the meetup page soon and announcing the event on our social media. For that, we will use the information you provided us in the Google form but no problem if you need to update any information, just let us know.

I wanted to also take the opportunity to share this speaker guide [TODO check link] with you, it covers both workshop & speaking events, so not everything will be applicable.

[OPTIONAL - IF SPEAKER REQUESTED A DRY RUN]

As you requested a dry run in the form I would like to suggest we meet {LOCATION OR ONLINE} on {DATE} at {TIME}, let me know if that works for you and I will send you a calendar invite.

Don’t hesitate to reach out if you have any questions or I can already be of assistance. :smile:

Greetings, {PYLADY} & the Berlin PyLadies :woman_technologist::snake:

Speaker follow-up email#

:white_check_mark: To be sent roughly one week before the meetup

Hi {SPEAKERS NAME} :smile:

our meetup is coming up and we are much looking forward to having you join us! We hope your preparations are going well, do reach out if you have any questions or require support.

In person#

We will be at the location half an hour before the event begins, we welcome you to join then to test you can share you slides.

Remote#

We will join the call/ streaming platform half an hour before the event begins, we welcome you to join then to test you can share you slides. The link for the call/platform is:{LINK FOR REMOTE EVENT} (you can also find this in the calendar event).

Best wishes, {PYLADY} & the Berlin PyLadies :woman_technologist::snake:

Also add if applicable

  • any location-specific information

  • any covid 19 regulations

Host Emails#

Interested Host email#

To send to companies emailing us and wanting to host

Hi {HOST CONTACT NAME} :smile:

thanks for reaching out and offering to support our community!

Below is the form that helps us collect all the information we require to pair hosts with events, it also gives you more information about us and how we run our events, we made this fairly recently so if there is something you feel is missing please let me know :)

PyLadies Host form: https://forms.gle/gG1YXb7jVz4SSgDAA We also have a separate form for speakers in case you or one of your colleagues is also interested in speaking: https://forms.gle/16brFja9SbZrjKHM7 (please note that we give priority to community members and gender minorities)

Best wishes & thank you again for your support, {PYLADY} & the Berlin PyLadies :woman_technologist::snake:

Host confirmation email#

:white_check_mark: To be sent roughly five-week before the meetup

Hi {HOST CONTACT NAME} :smile:

we are really happy to know {HOST NAME} would like to support our community by hosting one of our events. We would like to know if you can host our event on {the evening of | during the day on DATE}. Please let us know as soon as possible by replying to this email if the date works for you, if not, no problem we will keep you in mind for a future event.

[OPTIONAL IF THEY OFFERED CATERING In the form you mentioned you would be able to also supply catering if you are still able to provide this please let us know, as we don’t have any bank accounts for our community it is our preference that you order and pay for this. We can help with suggesting services we have used in the past, let us know if you need any support. We normally have 30-50 attendees but will confirm the expected number of attendees one week before the event.

[OPTIONAL IF THEY OFFERED CHILD CARE] In the form you mentioned you would be able to also supply child care, we will open a form to collect the requirements from attendees, and we will share the results as soon as we have them, latest 3 weeks before the event. We ask that you book the child care direct, if you have a service you are already familiar with then it is fine you use it, in the past, we have used the following service and can recommend it: www.babysitter-express.de We are also aware of https://www.nikis-kinderclub.de/ as a potential alternative.

Greetings, {PYLADY} & the Berlin PyLadies :woman_technologist::snake:

Also add if applicable

  • ask if there are location specific information or clarify anything unclear in the form

  • ask if there are covid 19 regulations

Host follow-up email#

:white_check_mark: To be sent roughly one week before the meetup

Hi {HOST CONTACT NAME} :smile:

our meetup is coming up and we are much looking forward to collaborating with {HOST NAME}!

If you have any outstanding questions please let us know. We have {NUMBER OF ATTENDEES ON MEETUP} signed up and based on previous experience are expecting roughly {NUMBER OF ATTENDEES ON MEETUP / 3} to {NUMBER OF ATTENDEES ON MEETUP / 2} attendees (though please note this can be difficult to predict).

We will come to the location circa half an hour before the event to check the setup and allow for speakers to test their slides. If you require us to support folks coming into the location let us know so we can ensure there is someone available to do this. In our Google Drive you will find a couple of PyLadies branded signs which can be used to help guide attendees to the right place (if you prefer to make your own please use one of the logos found here).

You can find our planned agenda (including when you have time to present yourselves) on our meetup page: {EVENT MEETUP PAGE}

Best wishes & thank you again for your support, {PYLADY} & the Berlin PyLadies :woman_technologist::snake:

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