Crypto Conference Side Events: Why and How to Run One
Why projects, communities and sponsors host side events around crypto conferences, and how to plan one in Latin America, from timing to promotion.
· 7 min read
Also in: Español
Side events are smaller gatherings organized around a big crypto conference by projects, communities, funds or media: meetups, hackathons, workshops, breakfasts, dinners and parties held in the same city during the same week. They work because the main conference brings the right people to one place, while a side event lets you choose your own audience, format and message at a fraction of the cost of a large sponsorship. To run a good one, pick a clear purpose, schedule around the main agenda, keep registration simple and promote it where the crypto community already talks: X, Telegram and community calendars.
Why side events became the norm in crypto
Large crypto conferences attract builders, investors, founders and community members from many countries. Much of the real value of the week happens outside the main venue, in smaller rooms where people can actually talk. Over time, the side events around major conferences have become a reason to travel in their own right.
A recent example in Latin America: Devconnect Argentina took place in Buenos Aires, and according to the Ethereum Foundation’s recap, the week included more than 500 community-run side events across the city. You do not need a week of that scale for a side event to work, but it shows how central the format has become.
For a broader view of the region’s crypto event scene, see crypto and web3 conferences in Latin America.
Who hosts side events, and why
| Host | Typical goal | Typical format |
|---|---|---|
| Protocol or project | Developer adoption, community | Workshop, hackathon, builder meetup |
| Startup | Users, partners, hiring | Demo session, happy hour |
| Fund or investor | Deal flow | Founder breakfast, small dinner |
| Media outlet or creator | Content and audience | Live podcast recording, panel |
| Local community | Visibility, bringing locals into the global scene | Meetup in Spanish or Portuguese, beginner sessions |
| Sponsor of the main event | Extra value from the trip | Private dinner for prospects, VIP lounge |
A side event lets a company that cannot afford a top sponsorship tier still meet the right people. It also lets sponsors of the main conference turn a booth into deeper relationships.
Step 1: Define the purpose and audience
Write one sentence: “We want [specific people] to [specific outcome].” Examples:
- “We want developers in the region to deploy their first app on our network.”
- “We want ten founders building payments in LatAm to meet our investment team.”
- “We want local community members who are new to crypto to understand self-custody.”
The purpose decides the size. A founder dinner works with a small group. A hackathon needs space for many people and mentors. A party needs a large venue but produces fewer deep conversations.
Step 2: Choose the timing
- Check the main conference agenda and avoid clashing with keynotes your audience will want to see.
- Look at the community calendar for the week. Side event weeks fill up quickly, and popular time slots are crowded.
- Consider mornings. Breakfasts and early workshops often have less competition than evening parties.
- Days before the conference are good for hackathons and workshops, when people have just arrived and have time.
- Publish times with the local time zone, since many attendees will be travelling.
Step 3: Pick the venue
During a big conference week, venues book up early and prices may rise. Options:
- Coworking spaces and community hubs.
- Universities, for technical workshops.
- Restaurants and bars with private rooms, for dinners and happy hours.
- Hotels near the main venue.
- Partner offices.
Check: capacity, internet quality, power outlets for laptops, audio for talks, accessibility, and distance from the main venue. In large Latin American cities, traffic can turn a short distance into a long trip; staying close to the main venue raises attendance.
Ask about security for evening events, and plan safe transport options for attendees leaving late.
Step 4: Budget
Typical lines:
- Venue
- Food and drinks
- Audio, screens, internet
- Design and printed signage
- Photography and video
- Prizes, for hackathons
- Staff and volunteers
- A contingency reserve
Co-hosting with one or two other projects that share the audience is a common way to split costs and combine audiences. Agree in writing on who pays what, who controls the guest list, and how attendee data is handled.
If you pay vendors from abroad, confirm in advance how they accept payment: local currency, card, transfer or stablecoins. Many local vendors prefer local currency.
Step 5: Registration and guest list
- Use a simple registration page, ideally with a QR ticket for fast entry.
- Decide whether entry is open or approved. Approval helps for dinners and founder events, and reduces no-shows.
- Expect some no-shows for free events; plan capacity accordingly and keep a waiting list.
- Ask only for the data you need, and say clearly how you will use it.
- Send a reminder on the day with the address and a map link.
Step 6: Promotion
Crypto communities talk in specific places:
- X (Twitter) posts from the hosts and speakers.
- Telegram groups and channels of local and international communities.
- Community calendars of the main conference week, if they exist.
- WhatsApp groups of local communities.
- Media partners and creators who cover the conference.
Promote in English for international visitors and in Spanish or Portuguese for local communities. Including the local community is not only good practice; it makes the event more interesting for visitors who came to meet the region.
If you are inviting creators, read barter vs paid event coverage for how creators think about these deals.
Step 7: Content and format on the day
- Keep talks short; side events are mostly about conversation.
- Have a host who welcomes people and introduces them to each other.
- Provide name tags with role or project, which makes networking easier.
- Plan one clear moment for your message: a short demo, an announcement, a call to action.
- Take photos and record short clips for after-event posts.
Compliance and responsibility
Crypto rules differ by country and change often. If your side event involves token promotions, giveaways, investment products or financial advice, check the local regulator’s official guidance before the event, and avoid presenting any investment as guaranteed. When in doubt, ask a local lawyer. Also follow local rules on alcohol service and venue capacity.
After the event
- Thank attendees and share photos or recordings within a few days.
- Follow up with the people you met, in the channel they prefer.
- Measure against your purpose: developers onboarded, meetings booked, applications received.
- Note what worked for next year’s edition, including which time slot and venue performed best.
Common mistakes
- Scheduling against the main conference’s biggest keynote.
- Booking a venue far from the main venue in a city with heavy traffic.
- No guest list control at events meant for a specific audience.
- Promoting only in English and missing the local community.
- No plan to follow up after the event.
BuildAConf can host a side event as its own event: its own event website, free registration with QR tickets, check-in by QR in the event app, and an agenda that works offline. Sponsors of the side event can pay through the platform in USDT or USDC, and their logo is published after payment. The interface is in Spanish, English and Portuguese. Learn more at buildaconf.com/para-organizadores.
Frequently asked questions
Do I need permission from the main conference to host a side event?
Usually not, if your event is independent and does not use the conference’s brand in a misleading way. Some conferences run official calendars or affiliated programs with their own rules; check them if you want to be listed.
How big should a side event be?
As big as your purpose needs. Founder dinners work with a small group, workshops with a room you can teach, and hackathons with as many builders as you can support with mentors and prizes.
Should a side event be free?
Most are free, often with approved registration. Free entry lowers the barrier, but expect some no-shows and keep a waiting list.
How early should I plan a side event?
As early as you can secure a venue. During major conference weeks, good venues and time slots are taken well in advance.