Organizing Your Event

This list is mostly there as a way to map out common responsibilities, and help you divide the work of hosting a PCD. Feel free to adapt it to your event concept and the size of your team.

You do not need one person for each responsibility. In fact, most PCDs do not have that many organizers. One person might take on several responsibilities, or several people might share one.

Overall Coordination

Keep track of the overall event and help things move forward. Coordinate across the team, track progress, and make sure key decisions are made.

Program

Shape the content of the event. This could include inviting speakers, organizing workshops, and creating the schedule for the day.

Technical Support

Take care of technical needs such as projectors, sound, Wi-Fi, and livestreaming. Work with speakers and facilitators ahead of time to understand what they need.

Volunteer Coordination

Recruit and support volunteers. Assign day-of responsibilities such as registration, setup, wayfinding, and parking, and make sure everyone knows what they need to do.

Safety and Participant Support

Help create a welcoming and respectful environment. Be familiar with the Code of Conduct and available to support participants if issues arise.

Timekeeping

Help the event stay on schedule. Support speakers and facilitators in keeping to their allotted time so the day runs smoothly.

Communication and Promotion

Share the event with the community. This could include social media, local outreach, partnerships, creating the event page, and managing ticketing.

Theme adapted from Just the Docs, used under the MIT License.