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To host a side event, start with the conference’s official side-event page for the edition you plan to attend, check its eligibility and deadlines, then submit a focused proposal that explains the audience, value, venue, goals, and logistics. Do not assume every conference accepts independent applications: some opportunities are reserved for partners, and approval, official listing, and promotion may be separate decisions.
How to apply: a step-by-step process
- Find the official side-event page for the correct edition. Look for a dedicated side-event program and its linked application form. A general conference ticket or speaker application may not be the right route. Confirm whether independent hosts can apply and whether written approval is required.
- Check the current rules before planning. Verify the application deadline, event dates, allowed locations, event format, permitted time windows, age restrictions, and any limit on events per host. Rules can change by edition and organizer, so do not reuse an old application page as a guide to current requirements.
- Define a specific event and its audience value. State who should attend, what participants will do or learn, and why your organization is well placed to convene them. TechCrunch Events said it prioritizes events that provide meaningful value to founders, investors, and the startup community, while recognizing that hosts know their own communities best. Its cited formats include roundtables, VC office hours, workshops, dinners, happy hours, panels, and meetups. That is organizer guidance, not a guarantee of acceptance.
- Prepare the proposal and logistics. Have a clear event title and description, a proposed venue, goals, and a realistic account of logistical needs. Read the organizer’s host guide and terms where available, and tailor your answers to the actual form.
- Work out the budget and operating plan. Establish who will pay for and manage the venue, registration, staffing, communications, promotion, and other operational or legal requirements. A free application does not mean the event is free to produce.
- Submit early, then wait for written approval. Do not describe an event as an official conference side event until the organizer has approved it. Ask separately whether the event will be listed or promoted, and what the host must do to qualify for any promotion or attendee benefit.
TechCrunch Disrupt 2026: a concrete example
Disrupt’s 2026 rules show why the current edition’s page matters. The conference was scheduled for October 13–15 in San Francisco, with side events prioritized for October 10–16. The official side-event page listed September 4, 2026 as the deadline; a later TechCrunch announcement extended applications through September 8 at 11:59 p.m. PT and called that the final deadline. As of October 3, 2026, that application period had closed. Do not apply for that edition; use the organizer’s page for a future edition or the conference you intend to attend.
For that edition only, conference-day side events had to start at 5 p.m. PT or later. Events had to be in person and in San Francisco; all attendees had to be 18 or older, or 21 or older if alcohol was served. These are Disrupt 2026 conditions, not standard rules for startup conferences.
TechCrunch Events’ August 31, 2026 application announcement recommended choosing a venue, preparing the title and description, reviewing the Host Guide and Host Terms, and explaining the event’s vision, goals, and logistical needs. The announcement said the application and participation carried no fee, but the host remained responsible for event costs and execution.
#1 Best Overall
What the host was responsible for
Under the Disrupt 2026 program, hosts were responsible for developing and executing their events, paying associated costs, promoting them, managing registration and attendee communications, and addressing operational or legal matters. TechCrunch could choose to feature approved events on its side-event page, agenda, app, attendee emails, or in articles; those placements were discretionary, not guaranteed. Hosts received a 25% discount code to share with their networks, not an automatic complimentary pass.
How to interpret the published figures
TechCrunch Events described expected Disrupt 2026 attendance as “more than 10,000 innovators, founders, investors, and industry leaders.” That is the organizer’s estimate, not an independently verified count. It does not establish the audience size or likely reach of an individual side event.
Rank #2
When the route is partner-led: Slush
Not every conference offers an open host application. Slush presents Partner Side Events as a partner opportunity: its partner page describes a venue wing, trained volunteer support, and targeted invitations, and directs interested organizations to its partnerships team. That is materially different from independently selecting a venue and applying through a public host form.
Slush says its Partner Side Events are designed for groups of 50–350 people. Its partner page also reports that 85% of partners in 2025 met their business goals; that is Slush’s own reported partner figure, not an independent measure of side-event outcomes. Slush’s 2026 FAQ lists planned participant groups of 5,800 startups, 3,300 investors, and 2,100 partners and ecosystem builders. Those organizer-published conference figures describe different categories and should not be treated as comparable measures of event success.
Quick Recap
Compare the available routes before committing
| What to compare | Independent host application | Partner-led opportunity |
|---|---|---|
| Eligibility and approval | Check whether independent hosts may apply and whether approval is required. Applying does not itself mean acceptance. | Check whether the opportunity is limited to partners and how to contact the partnerships team. |
| Control and workload | Confirm who chooses the format and venue and who handles registration, promotion, staffing, costs, and compliance. | Confirm what the organizer supplies, such as venue, volunteer support, or invitations, and what remains the partner’s responsibility. |
| Timing and geography | Check the edition-specific deadline, city or venue rules, conference-day time restrictions, event dates, and audience requirements. | Confirm the partner program’s dates, location, capacity expectations, and any other conditions with the organizer. |
| Reach and cost | Ask whether event listings or other promotion are discretionary, whether any attendee discount is offered, and which expenses the host pays. | Ask what reach or invitations are included and what fees, commitments, or operating costs apply. |
What makes an application persuasive
- A distinct concept: Explain what makes the event useful beyond simply gathering people during conference week.
- A defined audience: Name the founders, investors, or other community members you want to bring together and why the format fits them.
- A credible host: Show how your organization can convene this audience and deliver the proposed experience.
- A workable venue and plan: Provide a plausible venue and describe the staffing, registration, communications, and logistical support needed.
- Realistic expectations: Separate the event’s approval from any listing or promotion, and do not promise attendees reach or benefits the organizer has not confirmed.
Questions to ask the organizer
- Is this an open application, or must the host be a sponsor or partner?
- What is the deadline for this edition, and is there a later extension?
- Are virtual events allowed, and what city, dates, and start times are permitted?
- What does the host guide or agreement require, and who is responsible for venue costs, registration, promotion, staffing, and compliance?
- If approved, where might the event be listed or promoted, and is that placement guaranteed?
- Are there attendee benefits, such as a discount code, and what exactly does the host receive?
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