Community & Venue Partnership Briefing

GROW WITH GEN AI GROVE

A quarterly, half-day gathering for developers building agentic AI systems — curated talks, real networking, a product-integrated sponsor experience, and a live mini-hackathon.

Agentic AI Practitioner-first Hands-on
40–80Developers per event
2–5 yrsTarget experience
Quarterly4 events / year
3–4 hrsHalf-day format
01
The pitch, in 30 seconds

TL;DR for a host / sponsor

Gen AI Grove brings together 40–80 practicing developers (2–5 years, hands-on with agentic systems) for a half-day quarterly meetup. It's not a passive talk series — it's curated community talks, structured networking, a hands-on mini-hackathon, and a product-integrated sponsor experience that puts your product in developers' hands, not just on a slide.

What we ask a host for: a room for 40–80, Wi-Fi, projector/screen, and hi-tea/snacks.
What you get: hands-on exposure to a hard-to-reach audience of AI builders, employer branding, a hiring funnel, and genuine product feedback.

Who we are & who shows up

AttributeDetail
CommunityApplied, engineering side of Generative & Agentic AI — agents, tool-use, RAG, orchestration, evals, multi-agent systems.
Experience2–5 years — mid-level, past the beginner stage, deep enough to build.
FocusDevelopers entrenched in agentic systems — building agents, tools, pipelines, evals.
MindsetBuilders, tinkerers, early adopters, opinionated about tooling.
A high-intent, high-quality audience: exactly the people who evaluate, adopt, and champion developer / AI tools inside their companies.
02
Half-day template · ~3.5 hrs

The event agenda

0:00
Doors + Hi-Tea / Snacks 20 minArrival, informal networking, settle in
0:20
Kickoff & house rules 10 minWelcome, sponsor intro, agenda, safety / CoC
0:30
Community Talk #1 + #2 45 min2 curated talks (~20 min each + Q&A)
1:15
Sponsor Experience 15 minProduct-integrated activation (see §04)
1:30
Break + networking 15 minRefill, mingle, form hackathon teams
1:45
Mini-Hackathon 60 minThemed, timeboxed build sprint (see §05)
2:45
Demos & judging 20 minTeams demo; LLM + human judging
3:05
Prizes, wrap-up, group photo 15 minWinners, thank-yous, next-event teaser
3:20
Open networking / wind-down 20 minOptional hang-out
Timings are a starting template — flexible per venue constraints.
03
Open to the community, curated for quality

Speakers via LLM-assisted curation

Anyone can apply. A lightweight LLM-assisted pipeline scores submissions to shortlist, and a human organizer makes the final call.

Application form fields

  • Name, role, company, years of experience
  • LinkedIn / GitHub / X / personal site
  • Proposed talk title + 150-word abstract
  • Format — deep-dive / war-story / live demo / tooling walkthrough
  • Target takeaway — "attendees will leave able to…"
  • Prior speaking experience (links, optional)

Evaluation rubric (0–5 each)

RelevanceFit to agentic / GenAI engineering theme
Depth & credibilityDemonstrated expertise & profile
NoveltyFresh angle vs. recycled intro-to-LLM content
Practicality"I can use this Monday"
Delivery signalEvidence of clear communication
Shortlist threshold: avg ≥ 3.5 → human review → schedule.
llm-speaker-judge.prompt
You are a program-committee reviewer for "Gen AI Grove", a meetup for developers
(2–5 yrs experience) building AGENTIC AI systems. Evaluate the submission below.

Score each criterion 0–5 and return STRICT JSON:
{ "relevance": n, "depth": n, "novelty": n, "practicality": n, "delivery": n,
  "avg": n, "verdict": "shortlist|maybe|reject", "reason": "1-2 sentences" }

Rules:
- Penalize generic "Intro to LLMs/ChatGPT" content for this audience.
- Reward concrete architectures, evals, failure modes, production war-stories,
  and live tooling demos.
- Consider profile links for credibility (don't over-index on follower counts).

SUBMISSION:
Title: {{title}} · Abstract: {{abstract}}
Speaker: {{name}}, {{role}} @ {{company}}, {{years}} yrs
Links: {{links}} · Format: {{format}} · Takeaway: {{takeaway}}
Assistive, not final. A human reviews the shortlist to check for bias, deduplicate topics, and balance the lineup.
04
Get to know each other

Networking over hi-tea & snacks

  • Opening 20 min is deliberately unstructured over hi-tea so people arrive, relax, and connect before content starts.
  • Icebreaker aid: name tags with "Building: ____" and "Ask me about: ____" prompts.
  • Community channel (Discord / Slack / WhatsApp) so connections continue after the event.
  • Host provides: tea / coffee + light snacks for 40–80 (can be co-funded).

Join the Community

Scan to connect with fellow builders, share projects, and grow together.

Connect on Meetup ↗
06
The energetic centerpiece · 40–60 min

The Mini-Hackathon

Format

  • Teams: 2–4 people (formed during the break).
  • Theme: announced live, agentic-flavored.
  • Constraint: ship something demoable; scope intentionally tiny.
  • Judging: LLM pre-screen + human panel — creativity, working demo, use of featured tool, relevance.
  • Prizes: sponsor swag / credits / small vouchers.

Sample agentic themes

  • Smallest useful agent — single-tool agent that does one real task well.
  • Eval-first — build an agent and a mini eval harness for it.
  • Agent + one API — integrate the sponsor's product into a working flow.
  • Fix the failure — given a broken agent, diagnose and repair it.

Free tooling to facilitate (trial accounts / free tiers)

AI app builders

ToolFree offeringGood for
v0 (Vercel)Free tierUI + app scaffolding from prompts
Bolt.newFree daily tokensFull-stack app in-browser
LovableFree tierQuick full-stack prototypes
ReplitFree plan + AIIn-browser IDE, instant hosting
StackBlitzFreeInstant web sandboxes

LLM inference

ToolFree offeringNotes
Google AI Studio (Gemini)Generous free tierFast to get a key
GroqFree API tierVery fast inference
CerebrasFree API tierFast inference
OpenRouterSome free modelsOne key, many models
Together AIFree starter creditsOpen models
MistralFree tierGood open models

Agent frameworks

ToolNotes
LangGraph / LangChainAgent graphs, tool-use
CrewAIMulti-agent crews
LlamaIndexRAG + agents
n8n (self-host)Visual agentic workflows
LangflowLow-code agent builder

Agentic tool APIs & logistics

ToolUse
TavilyAgent web search (free tier)
FirecrawlWeb scraping for agents (free tier)
ComposioTool / integration layer (free tier)
SupabaseDB / auth / vectors (free tier)
DevpostHost + submissions + judging
GitHub + CodespacesRepos + cloud dev env (free tier)
Zero-budget path: GitHub for repos → Google Form for submissions → Gemini / Groq free API for inference → Bolt / Replit to build → sponsor's product as the featured tool. Everything runs on free tiers / trial accounts.
07
Venue host = sponsor · one combined partnership

The Venue Pitch

What we ask the host to provide

SpaceRoom/hall for 40–80, seating + open floor for teams
Wi-FiReliable guest access for ~80 devices
A/VProjector / screen + mic
Hi-tea / snacksFor 40–80 (can be co-funded)
PowerEnough outlets / strips for laptops
Point of contactOn-site coordinator for the day

What the host / sponsor gets

  • Hands-on product exposure to 40–80 mid-level AI builders.
  • Employer branding — office visit, logo on all assets, opening slot.
  • Hiring funnel — direct access to hard-to-source agentic-AI devs.
  • Product feedback — candid input from your exact ICP.
  • Goodwill & content — photos, recap, social, talk recordings.
  • Category leadership — the venue for the region's agentic-AI community.
08
Who does what

Roles & responsibilities

AreaOrganizer (Grove)Host / Sponsor
Speaker curation & scheduleYes
Attendee registration (Meetup)Yes
Hackathon theme & judgingYesFeatured tool + mentors
Venue, Wi-Fi, A/VYes
Hi-tea / snacksCo-plannedYes (fund / cater)
Trial keys / creditsCoordinateYes — provision
Prizes / swagYes
Photos / recap / socialYesAmplify
Code of Conduct enforcementYesSupport
09
Countdown to event day

Pre-event checklist (T-minus)

T-4 wks
Confirm host/sponsor, date, capacity. Open speaker + RSVP forms.
T-3 wks
Run LLM speaker screen → shortlist → confirm 2 speakers.
T-2 wks
Lock hackathon theme + featured tool; sponsor provisions trial keys.
T-1 wk
Re-verify all free-tier tools & sign-up flows. Confirm catering, A/V, Wi-Fi guest access. Send attendee prep email.
T-2 days
Final headcount, print name tags, prep judging sheet + LLM judge prompt.
Day of
Arrive early, test A/V + Wi-Fi + projector, set up snacks + registration + sponsor booth.
T+2 days
Recap post, photos, thank-yous, feedback survey, share winners + channel invite.