Organizing a meet-up

General tips

• Plan ahead and post reminders.

• Be flexible; others may have irregular schedules, family obligations and other responsibilities they need to plan around. They may only know at the last minute whether they can attend.

• Choose a location suitable for the number of people attending. Make sure there are enough tables and seating for everyone.

• Provide clear directions and transportation info up front, including driving directions, parking lot locations and costs, and access by public transportation. Mention easily identifiable landmarks. You may want to give people a way to contact you if they get lost; just remember not to publicly post personal details like phone numbers or a map to your home.

• If there'll be food, consider allergies and dietary restrictions. If guests are bringing food to share, keep a list of what everyone is bringing and hold them to it. Don't forget paper plates, napkins and cups!

• Avoid having greasy food at meet-ups and remind people to wash their hands before handling dolls. Make sure everyone knows where the washroom is.

• Let everyone know in advance if attending the meet-up will cost money, whether for food, room rental, admission to a park or event, etc. Be aware that some people may not be able to come if there are costs involved.

• If you're meeting somewhere with rules or restrictions (for example, regarding noise or photography), let people know what they are.

• Monitor dolls on display to make sure that nobody bumps them.

• Don't take it personally if people fail to attend a meet-up. Focus on the people who do make it rather than those who don't.

• Don't post in other people's threads, advertising your own meet-up. Hijacking someone's meet-up thread for your own meet, causes confusion, and is considered very impolite.

Outdoor meet-ups

• Take weather into account and make alternate plans in case of bad weather.

• Locate the nearest bathrooms and water fountains in advance, as well as any nearby shelters or buildings where meet-ups could be moved if needed.

• Confirm operating hours for the specific date of your meet-up. See if you need a reservation for buildings or sheltered areas.

• Find out if pets are permitted, on-leash or off; people may not want to have dolls out around pets.

• Let people know whether they need to bring tarps, blankets, folding furniture or doll stands, and see if anyone can bring extras.

• Make sure there is adequate shade at the meet-up location. Remember that Resin BJD's can yellow if left in direct sunlight for long durations.

Restaurant meet-ups

• Get people to commit so that you can make a reservation. Have them RSVP by e-mail so they're making a personal connection with you. Send friendly reminder e-mails as the date approaches.

• Choose a restaurant with a variety of options, since people may have allergies or dietary restrictions and may need to check the menu in advance. Don't assume vegetarians can just eat salad or that vegans will be content with one or two options. Provide a contact number for potential restaurants in case people need answers to specific questions.

• If you need a private room, reserve one ahead of time. If people need to chip in for expenses, let them know in advance.

• Make sure the restaurant has lots of table space for dolls and food, as well as bags and other items.

• Order appetizers or drinks while you wait for everyone to arrive, and let the server know that more will be coming.

• Remind people to wash their hands before handling dolls.

• Be aware that not everyone who RSVPs will come.

• Consider meeting at a restaurant optionally after a regular meet-up, so those who can't afford or don't want to eat at the restaurant can still attend.

Public indoor meet-ups

• Check hours and dates of operation for all seasons. Some places have shorter hours in the off-peak non-tourist season.

• Confirm beforehand whether photography is allowed. Explain that a group of friends will be visiting with dolls, and wish to take souvenir photos to share with those who couldn't make it. Explain that part of your hobby is photographing dolls in different settings. Do not confuse them with details about BJDs, websites or the hobby.

• Scout beforehand. Find out whether there are enough tables, whether they can be moved around and whether there is enough space to move freely around them. Arrive early to secure enough tables. You may want to bring wet wipes to wipe down dirty tables.

• Note the location of the nearest bathrooms and water fountains.

• Provide a specific list of nearby restaurants or food options available, taking dietary restrictions and allergies into account.

• Be prepared to answer many questions from passers-by. Be friendly!

• Children and even adults may try to grab dolls or touch them. Don't panic, but do make it clear that the wigs may slip, the bodies are breakable, and the dolls may be heavier than they look.

• If harassed by security, remain calm and patient. If they will not let you gather or take photos, see if you can move the meet elsewhere (outdoors, nearby park or parking lot, etc).

Private meet-ups at home

• Mention in advance if you have pets, in case anyone's allergic. Keep your pets penned up during the meet-up.

• Discuss the meet-up with family members and remind them as the date approaches. Make sure they will treat guests with respect and be careful around the dolls. Take their plans and schedules into consideration.

• If guests are visiting from out of town, work out whether they can sleep over before or after the meet-up and whether they need to bring sleeping bags, food or other items.

• Provide enough paper plates, napkins and cups for everyone.

• Provide enough seating for people and sturdy tables for dolls. People may also need a place for food, coats and other belongings.

• Let guests know in advance if pets or children are allowed at the meet-up.

• Let guests know where to park, and provide directions for people taking public transit. Send directions to your home by PM or email, and make sure people have a way to contact you if they get lost or can't come.

• Consider leaving a balloon on the mailbox or a sign on the door so that people can find your home easily.