Skip to main content

Writing Event Descriptions

A guide and template for writing event listing descriptions for Applied AI Live events on Luma, Meetup, Eventbrite, or any event platform.

Principles​

These principles were extracted from the Applied AI Live #1 Luma description (preserved in full below).

Lead with the value prop, not the org​

The first paragraph should explain what attendees get, not who's hosting. "A workshop series for people who want to make money by practically applying AI" tells the reader immediately whether this is for them. Org details come later.

Name the format explicitly​

Set expectations early. "Workshop series" is better than "event." "People who want to make money by practically applying AI to real-world business problems in valuable industries" filters for the right audience and repels the wrong one.

Speaker bios = credential + current work + what they'll share​

Don't just list titles. Show why this person is credible right now:

  • Credential: "creator of NumPy and SciPy"
  • Current work: "founder of OpenTeams"
  • What they'll share: "will speak on the importance of applied AI practitioners and what his team is building"

Each speaker should earn their paragraph.

Highlight the signature format​

The live problem-solving element gets its own paragraph because it differentiates the event from every other AI meetup. If your event has a unique format element, give it space. Don't bury it in a list.

"Who Should Attend" uses specific roles, not generic language​

Good:

  • "Engineers and developers who want to build a career (or side income) helping businesses integrate AI"
  • "New grads trying to stand out in a dramatically changed job market"
  • "Business owners curious about what's actually possible"

Bad:

  • "Anyone interested in AI"
  • "Tech professionals"
  • "AI enthusiasts"

Specificity helps people self-select. If someone reads the list and thinks "that's me," they're more likely to RSVP.

Co-host descriptions earn their space​

Each hosting org gets a paragraph with mission + credibility signals. AITX's description mentions concrete numbers (50+ startup demos, chapters in three cities, running since 2022). Antler's description explains what they do and links to their application. These aren't filler; they give attendees context on who's behind the event.

State what sponsors do, why it matters, and move on. No hard sell. The Live #1 description thanks OpenTeams and OT Incubator by explaining their mission (infrastructure for applied AI, sovereignty over data) and connecting it to why the Society exists. One paragraph, done.

Tone: direct, warm, practitioner-focused​

No hype words. No "revolutionary," no "cutting-edge," no "game-changing." Just what's happening and why it matters. The description reads like it was written by someone who does the work, not someone marketing to people who don't.

Section-by-Section Template​

Use this structure when writing a new event description. Adapt the details, but keep the order and tone.

About This Event​

This is [the Nth installment of / a new installment of] a workshop series for people who want to make money by practically applying AI to real-world business problems.

The goal is to create a Schelling point for practitioners who are actually making a living helping businesses integrate AI, sharing exactly how they do it.

Then introduce each speaker in their own paragraph:

[Speaker Name] [credential]. [Current work]. [What they'll share at this event].

Then call out the signature format:

[Description of the live problem-solving element or other unique format]. This live problem-solving format is a core part of the series: real problems from real people in industry, solved in real time.

Who Should Attend​

3-5 bullet points. Use specific roles and situations, not generic categories.

  • Engineers and developers who want to build a career (or side income) helping businesses integrate AI
  • New grads trying to stand out in a dramatically changed job market
  • Technical leaders evaluating AI tools and workflows
  • Business owners curious about what's actually possible

Hosted By​

One paragraph per hosting organization. Include mission, credibility signals, and a link. Every org mentioned must include a link.

Applied AI Society: [One-sentence mission]. [What makes the community distinctive].

[Co-host Name](url): [Mission]. [Concrete credibility: numbers, history, reach]. [Brief invitation to join].

[Venue Partner](url): [What they do]. [Why they're relevant to the audience].

Always use these URLs when referencing these organizations:

OrganizationURL
Applied AI Societyhttps://appliedaisociety.org/
AITX Communityhttps://www.aitxcommunity.com/
OpenTeamshttps://openteams.com/
Open Technology Incubatorhttps://otincubator.com/
Station Austinhttps://stationtexas.org/

Two required sponsor acknowledgments for every event:

1. Founding sponsors (always include):

The Applied AI Society is grateful to OpenTeams and Open Technology Incubator as founding sponsors. OpenTeams is building the infrastructure layer for applied AI, and their commitment to democratizing AI access is core to why the Applied AI Society exists. OT Incubator's mission is to provide entrepreneurs with services and capital to create the transformative organizations and businesses that will bring about the Applied AI Economy.

2. Venue/event sponsors (when applicable):

For any event at Capital Factory / Station Austin, always include:

Thank you to Station Austin for sponsoring [Event Name]. Station Austin is the center of gravity for entrepreneurs in Texas. They bring together the best entrepreneurs in the state and connect them with their first investors, employees, mentors, and customers. To sign up for a Station Austin membership, click here.

For other venue sponsors, follow the same pattern: grateful, brief, connected to mission.

Tips​

Common mistakes​

  • Leading with the org instead of the value. Nobody RSVPs because of who's hosting. They RSVP because of what they'll get.
  • Generic "Who Should Attend" lists. "AI enthusiasts" tells nobody anything. Be specific enough that the right people feel personally addressed.
  • Speaker bios that are just LinkedIn headlines. Add what they'll actually share at this event. That's what converts interest into attendance.
  • Burying the unique format. If you're doing a live architecture session, say so prominently. It's your differentiator.
  • Hype language. Words like "revolutionary," "game-changing," and "cutting-edge" signal that the event has nothing concrete to offer. Let the content speak for itself.

Length guidance​

The Live #1 description is roughly 350 words. That's a good target. Long enough to cover all sections, short enough that people actually read it. If you're over 500 words, you're probably over-explaining.

Platform-specific notes​

  • Luma: Supports rich text formatting. Use bold for speaker names and section headers. Luma truncates long descriptions behind a "Read more" link, so front-load the most important information. A well-written description also helps when submitting to Luma Featured Calendars, since calendar admins curate for quality.
  • Meetup: Similar formatting support. Meetup audiences tend to skim, so keep paragraphs short.
  • Eventbrite: Supports HTML. You can use headers and bullet lists, but don't over-design. Clean text outperforms styled layouts.
  • LinkedIn Events: Very limited formatting. Write tighter; use line breaks instead of headers.

Reference: Applied AI Live #1 Description​

The full event description from the Applied AI Live #1 Luma page, preserved as-is for reference.

About This Event

This is the first installment of a workshop series for people who want to make money by practically applying AI to real-world business problems in valuable industries.

The goal is to create a Schelling point for practitioners who are actually making a living helping businesses integrate AI — sharing exactly how they do it.

Travis Oliphant (creator of NumPy and SciPy, founder of OpenTeams) will speak on the importance of applied AI practitioners and what his team is building to help valuable institutions integrate AI.

Rostam Mahabadi has made a living building agentic workflows for major corporations in 2025 and is doubling down in 2026. He and his team just won the grand prize at the AITX x NVIDIA Hackathon. He'll share real case studies, then a real business owner will present an actual problem they're facing — and Rostam will architect a solution live.

This live problem-solving format is a core part of the series: real problems from real people in industry, solved in real time.

Who Should Attend

  • Engineers and developers who want to build a career (or side income) helping businesses integrate AI
  • New grads trying to stand out in a dramatically changed job market
  • Technical leaders evaluating AI tools and workflows
  • Business owners curious about what's actually possible

Hosted By

Applied AI Society — A new community raising up a generation of engineers who help businesses and other organizations implement AI systems so they can better serve their customers and constituents.

AITX Community — AITX is a community for AI Engineers, Entrepreneurs, and Explorers across Texas. Our mission is to make Texas a better place to build engineering-focused companies and hire engineering talent. We bring together the technical community across Texas through our monthly meetups, Hackathons, private dinners, and other events. Since launching in 2022, AITX has hosted demos from 50+ local startups, big tech companies like NVIDIA, Google, Meta, and Cloudflare, and grown with chapters in Austin, San Antonio, and Houston.

Antler — Antler is an early-stage venture capital firm with a focus on inception stage founders and a community of resident tech entrepreneurs and operators. Residents are immersed in a community with everything needed to build and scale at lightning speed.

The Applied AI Society is grateful to OpenTeams and Open Technology Incubator as founding sponsors. OpenTeams is building the infrastructure layer for applied AI — including Nebari, an open-source operating system for AI workflows that gives organizations sovereignty over their data. Their commitment to democratizing AI access is core to why the Applied AI Society exists. OpenTeams was incubated at OT Incubator whose mission is to provide entrepreneurs with services and capital to create the transformative organizations and businesses that will bring about the Applied AI Economy.