Host Kit · September 16 – October 28, 2027 · Core Festival Week: September 24 – October 1

Boston AI Week 2027 Host Kit

For approved and prospective event hosts. September 16 – October 28, 2027 · Six weeks across Massachusetts · Core Festival Week: September 24 – October 1, 2027 · 2027 theme: AI Everywhere. For Everyone.

The live Host Guide and FAQ are kept current; where anything here differs, the website wins. Hosting questions: info@aiweek.boston.

Thank you for hosting

Boston AI Week only works because organizations like yours put real events on the calendar. Hosts are the heart of The Festival of AI: the meetups, workshops, demo nights, panels, hackathons, and conferences you run are what make the six weeks worth showing up for.

Boston AI Week is a platform, not a single conference. Organizations across the Commonwealth host their own events, and we organize them into one official, statewide calendar. This kit gives you the exact language, links, scripts, and standards to describe, promote, run, and report on your event well.

At a glance

Festival dates: September 16 – October 28, 2027. Events run statewide across the full window; Core Festival Week (September 24 – October 1) draws the biggest crowds, and the surrounding weeks give your event more room to stand out.
Where: Statewide across Massachusetts. In-person events take place in Massachusetts; virtual and hybrid events are welcome and listed with a join link.
2027 theme: AI Everywhere. For Everyone
Cost to host: Free to list an approved event. Hosts cover their own event costs (venue, food, A/V, and so on) and may run free or ticketed events.
Submissions: Open now and reviewed on a rolling basis, with no fixed deadline. Most events are approved within a couple of days (a week at most).
Scale: In 2026, 193 host organizations ran 252 events across six weeks, with 900+ organizations participating and 23 countries taking part.
Submit / questions: aiweek.boston/host-event · info@aiweek.boston

What the festival provides, and what you run

Boston AI Week provides

A listing on the official statewide calendar with its own event page, RSVP, share links, and an add-to-calendar (.ics) file.
Festival context and promotion: schedule browsing and filters, festival communications, and the festival audience.
This kit: approved language, scripts, promotion guidance, a media protocol, and reporting tools.
Introductions where we can: to press, potential co-hosts, sponsors, and partners.
A single point of contact for anything festival-level: info@aiweek.boston.

You create and run your event

Your venue and its safety, accessibility, permits, and insurance. Boston AI Week does not provide venues; each host arranges its own space.
Your registration, guest list, screening, and any ticketing, pricing, and refunds.
Your content, speakers, production, catering, A/V, and staffing.
Your compliance with the Code of Conduct, and the accuracy of your listing.
Your own promotion. Events that fill up are the ones whose hosts also promote to their own communities.

Submitting your event

All events go through one form at aiweek.boston/host-event. Every submission is reviewed for relevance and fit, and we follow up by email. We look for clear relevance to AI, a credible host, and practitioner-led substance over spectacle. Write a title that leads with the format and audience, a description of at least three sentences, accurate Eastern times, a real Massachusetts venue or join link, a realistic capacity, and a clean square logo.

Describing the relationship accurately

Use these formulations exactly. Never state or imply that Boston AI Week manages your guest list, venue, production, content, or commercial terms, and never call your organization a festival sponsor or partner unless it holds that status.

Independently hosted event (default; required on your materials): “This event is created and run by its host. Boston AI Week promotes it as part of The Festival of AI.”
Presented-as-part-of line (optional add): “[Event name] is presented as part of Boston AI Week 2027 — The Festival of AI, September 16 – October 28, 2027.”
Sponsor-hosted event: “[Event name] is hosted by [Org], a sponsor of Boston AI Week 2027. The event is created and run by its host; Boston AI Week promotes it as part of The Festival of AI.”
Partner event: “[Event name] is hosted by [Org], a partner of Boston AI Week 2027. The event is created and run by its host.”
Venue-supported event: “[Event name] is hosted by [Org] at [Venue]. Venue support does not imply festival production.”
Co-hosted with Boston AI Week (only if the official listing names both): “[Event name] is co-hosted by [Org] and Boston AI Week as part of The Festival of AI.”
Registration hosted externally: “RSVP on aiweek.boston to save this event, and complete registration at [URL] — the host's registration is required to attend.”
Invitation-only event: “[Event name] is invitation-only. It appears on the Boston AI Week calendar for reference; attendance is at the host's invitation.”
Independently ticketed event: “[Event name] is independently ticketed by its host at [URL]. Ticket revenue, pricing, and refunds are the host's alone; Boston AI Week sells no tickets to this event.”

Logo and name: request official logo files at info@aiweek.boston and use them exactly as provided. In text, say “Boston AI Week”, or “Boston AI Week 2027” when the year matters. Festival sponsorship has its own packages: 2027 Sponsor Prospectus.

Registration, RSVP, and promotion

Attendees RSVP on aiweek.boston to save your event to their personal agenda. If you use Luma, Meetup, Eventbrite, or your own site, your listing links to it, and your registration is the official attendance list. Free events commonly see 50–70% or more of RSVPs not show: approve roughly 1.5–2× capacity, remind weekly then daily, and make it easy to show up.

Baseline social block

[Event name] · [Date], [Time] ET · [Venue or Online]
Part of Boston AI Week 2027 — The Festival of AI.
RSVP: aiweek.boston/schedule/[your-event]
#BostonAIWeek

Speaker share line

“I'm speaking at [Event name], part of Boston AI Week 2027 — [Date]. Join me: [listing link] #BostonAIWeek”

#BostonAIWeek on every post · LinkedIn: linkedin.com/company/bostonaiweek · Meetup: meetup.com/boston-ai-week. There is no official Boston AI Week account on X, Instagram, or YouTube.

Promotion timeline

On approval: Confirm your listing details, set up your registration page, create your event graphic, and announce on your channels with the listing link. Brief your speakers.
3 weeks out: Open RSVPs, promote to your own audience (email list, Slack or Discord, newsletter, team), and post a speaker or topic spotlight.
2 weeks out: Personalized one-to-one invitations; first reminder with practical details (venue, transit, or join link); a LinkedIn event or company-page post.
1 week out: “One week” post with #BostonAIWeek; confirm capacity and headcount; finalize logistics, A/V, and catering; update the listing if nearly full.
48 hours: Final reminder to registrants: arrival, accessibility contact, Code of Conduct pointer, exact address for confirmed guests.
Event day: Morning post with the listing link; live updates; open and close with the scripts below.
Within 48 hours after: Thank-you post and recap; photos (with consent in mind); report results to info@aiweek.boston.

Scripts

15-second welcome: “Welcome to [Event name], hosted by [Org] — part of Boston AI Week, The Festival of AI. Six weeks, the whole state, and you picked this room. Let's get started.”

30-second welcome: “Good [morning/afternoon/evening], and welcome to [Event name], hosted by [Org]. We're proud to be part of Boston AI Week 2027 — The Festival of AI — running September 16 through October 28 across Massachusetts. This event is created and run by us, and Boston AI Week promotes it as part of the festival. The full calendar is at aiweek.boston.”

Short closing: “That's a wrap on [Event name] — thank you for coming. The festival continues through October 28: find your next event at aiweek.boston, and tag #BostonAIWeek when you post.”

Event day, standards, and reporting

Signage, slides, and printed materials carry the correct relationship line.
The Code of Conduct applies to every listed event; name your point of contact for concerns.
Announce photography and give people a practical way to opt out.
Publish an accessibility contact and honor requests early.
Emergencies: call 911 first, then venue security, then notify info@aiweek.boston.
If anything changes, update your official listing first, then your own channels.
Within 48 hours, email info@aiweek.boston with attendance (stating what you counted), highlights, and any rights-cleared photos.

Plan around the Core Week anchors

The parties bookend Core Festival Week, and the big draws concentrate the crowd on certain days. Full, growing schedule: Boston AI Week 2027.

When	Program	Where
Fri, Sept 24	Boston AI Week 2027 Opening Party	Island Creek Oysters Raw Bar, Seaport
Mon, Sept 27	Boston Generative AI Meetup	Venue to be announced
Tue, Sept 28	Boston AI Week Awards	Venue to be announced
Wed, Sept 29	The AI in Massachusetts Workforce Development and Career Fair	Venue to be announced
Thu, Sept 30	The Boston AI Summit	Foundation Medicine, 400 Summer Street, Seaport
Fri, Oct 1	Core Week Closing Party	Island Creek Oysters Raw Bar, Seaport

Key contacts

Hosting, logos, accessibility, and conduct: info@aiweek.boston · Media: info@aiweek.boston (“MEDIA:” in the subject) · Sponsorship: aiweek.boston/sponsors/prospectus