How to
HOst a tech
week event

Tech Week Grand Rapids is built by our event hosts. Your organization can showcase your tech expertise by hosting a Tech Week event. The steps to get started are listed below, and we'd love to meet with you to talk about your event ideas.

Applications to participate in Tech Week Grand Rapids will open May 1, 2025 and run until August 1, 2025.
Get Started with Hosting an Event

01. Plan & Finalize Your Event

Before you hit “apply,” get your event details locked in. Tech Week events are all about education and connection, and you have full creative control.

Things to consider when planning

  • Event Format – Panel? Workshop? Live demo? Pitch competition? You decide!
  • Topic – What groundbreaking, thought-provoking, or just plain cool thing do you want to share?
  • Venue – Where’s the action happening? It could be at your organization, a partner company, or another great space in Grand Rapids.
  • Audience – Who do you want in the room? Knowing your audience helps you craft content, market effectively, and pick the best date/time.
  • Messaging – Keep it engaging and educational (must be non-partisan, and no sales pitches, please!).

Need inspiration?

Here are some event ideas that work well:
  • Hands-On Tech Demos & Exhibits – Get interactive and show off the latest innovations.
  • Keynotes, Panels & Q&As – Gather the experts and talk about the big ideas shaping tech.
  • “How-To” Workshops – Teach something useful (think AI, coding, reskilling, etc.).
    ‍Past workshop examples:  
    • How to Use AI in Marketing
    • How to Integrate Machine Learning into Software Applications
    • How to Reskill/Upskill Tech Talent
  • Pitch Competitions – Offer a platform for entrepreneurs and startups to pitch their ideas to a panel of judges and potential investors.

02. Time to Apply

First, contac, we'll follow up with you to go over the details and what to expect as an event host. Then we’ll send you an application link! Once your event details are set, submit all the final information via the application.

Applications open on May 1, and we accept submissions on a rolling basis until August 1.

Please note that spots on the Tech Week calendar will not be reserved, and some events will overlap. Determining your key audience will help ensure that your event can succeed even if it takes place at the same time as another.  

03. Hype It Up

A great event is only great if people show up! And successful events require effective marketing. Here’s what you need to know:

  • You are in charge of marketing your event – Event hosts are responsible for attracting attendees and ensuring the event's success. While Tech Week Grand Rapids provides support through our website and general promotion efforts, hosts must manage registration, communication, and all associated costs.
  • Get your team involved – Word-of-mouth is your best friend.
  • If you need sponsors – We’ll showcase your sponsorship package on the Tech Week Sponsor page. Just send it our way!

04. Be Part of the Tech Week Community!

Tech Week is all about collaboration, connection, and creativity. As a host, you’ll:

  • Get your event featured on the website
  • Receive branding materials and promotional support
  • Join a group of amazing people dedicated to making our region the place to be for tech and innovation
Host FAQs
Who can host an event during Tech Week Grand Rapids?

Any organization is welcome to host a Tech Week event. Whether you're a tech company or not, as long as your event relates to the Greater Grand Rapids region's tech ecosystem, growth, or innovation, you're eligible. All events undergo an application process before being listed on the Tech Week Grand Rapids website.

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Does my event need to be free to attend?

Yes, we strongly encourage all Tech Week events to be free! The goal is to make Tech Week as accessible as possible to the entire community. The only ticketed event is the official Tech Week Kickoff Event. If you believe your event requires paid tickets, please discuss it with the Tech Week team first.

I've got an idea for an event. How do I apply to host an event during Tech Week Grand Rapids?
  • Step 1: Contact the Tech Week planning team by emailing techweek@rightplace.org.
  • Step 2: Let us know your idea and event logistics.
  • Step 3: We'll send you more info and an application link and you can hit submit when your event info is finalized.

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What are the benefits of hosting an event during Tech Week Grand Rapids?

Hosting an event during Tech Week Grand Rapids offers numerous advantages, including increased visibility, networking opportunities, access to a targeted audience, and contributing to the growth of the tech ecosystem in the Greater Grand Rapids region.

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Why do you allow overlapping events?

Just like a traditional conference, Tech Week GR thrives on variety, and that means overlapping events! Here’s why:

  1. More events = More growth – If we limited time slots, we’d have far fewer events, fewer attendees, and a much smaller Tech Week GR community.
  2. We help hosts navigate the schedule – Every event host meets with us first, so we can advise on other events already scheduled that week.
  3. Sharing is caring – We do our best to encourage hosts to adjust their timing so that they’re not directly competing with events that have similar topics and audiences, helping everyone get the best attendance possible.

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At the end of the day, more events mean more people engaged, and that’s what makes Tech Week special.

Are there any costs associated with hosting an event?

Each host covers their own event costs, so you control your budget, allowing flexibility according to your needs. If you’re looking for sponsors, we can help by featuring your sponsorship package on the Sponsor page of our website.

What kind of support do I get as a host?

Once you’re in, we’ve got your back with:

  • A listing on the Tech Week website
  • Inclusion in Tech Week promo
  • A branding kit to help you advertise your event

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Can I host a virtual event during Tech Week Grand Rapids?

While virtual events are prevalent in tech and innovation, we require in-person events for Tech Week Grand Rapids to facilitate connections and highlight the unique atmosphere of the Greater Grand Rapids region. That said, you can offer a virtual option alongside your live event if you want.

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How can I promote my event during Tech Week Grand Rapids?
  • Social media + email marketing = a winning combo.
  • Use #TechWeekGR so we can amplify your event.
  • Word-of-mouth is key – encourage your team members to help promote. Personal outreach always works best!
  • Partner with other organizations and events to cross-promote.
Why must events be non-partisan?

Tech Week Grand Rapids is all about innovation, collaboration, and knowledge-sharing – all events must be non-partisan. This ensures that our programming remains centered on tech, creativity, and growth without political bias, letting all voices come together in celebration of progress in our region.

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When is the event application deadline?

All event applications must be submitted by midnight on August 1, 2025. This ensures that we have enough time to help promote your event before Tech Week Grand Rapids occurs on September 15-20, 2025.

What happens after I submit my event application?
  • The Tech Week Advisory Board & Event Approval Committee reviews applications weekly.
  • All applicants will receive notice of their application status by the end of the following week.*
  • If approved, a Tech Week team member will connect with you to request any additional information we may need to list your event on the Tech Week website.
  • We will also provide a Tech Week branding kit to support your event promotion.

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*Applications submitted by Thursday at 11:59 PM will be reviewed the following week, with notification of your application status sent by the end of the subsequent week.

What should I do if I have additional questions or need assistance?

For any further inquiries about hosting an event, please contact the Tech Week planning team at techweek@rightplace.org.

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