Organizing Your Event

Suggested Timeline

There’s no single way to organize a PCD. The plan below is one possible path. It is not a checklist or a list of requirements, and the order and timing will vary depending on the specifics of your event.

1. Deciding whether to host a PCD

Before committing, give yourself time to figure out whether hosting is right for you this year.

Do your research

2. First steps

Define your PCD goals

Asking yourself the following questions might help you define the event format:

  • Which communities are you hoping to engage? Are they affiliated with an institution or do they live outside of an institution?
  • What are some ways to make your event more accessible for folks who might otherwise feel excluded from the event?
  • What are some ways to create a friendly, unintimidating environment for beginners and folks who are new to the community?
  • Is your event serving the interests of your communities? How might your attendees benefit from your event?

Use your goals to shape everything else: format, scale, venue, and program.

Register your event

Registering early helps us know you exist and helps other people in your area find you. You are not committing to anything at this stage, and you can update or withdraw later. See Registering Your Event for how to add your event to the map and post on the forum.

3. Early planning

Get a team together and have a first meeting

Invite collaborators, co-organizers, or volunteers. Even one or two additional people can make a big difference. See Roles and Responsibilities for a map of the work to divide.

Find a venue

Look for a space that is accessible and appropriate for your event format.

Pay attention to the infrastructure and amenities of the space. Is the space accessible for disabled participants? Is there a projector, screen, or sound system? Are there gender-neutral bathrooms? Are there enough power outlets and/or extension cords? Is there enough room for your planned activities, including parallel sessions if applicable? Are acoustics and noise levels suitable for talks and discussions? See our Venue Checklist for a detailed list.

We also recommend this accessibility checklist: https://accessibility.cornell.edu/event-planning/accessible-meeting-and-event-checklist/

Set a date

We’re encouraging PCD to take place in October to align with the global 25th anniversary celebration and make coordination/communication easier.

Try to avoid major scheduling conflicts, especially with events your audience is likely to attend, such as local art & tech festivals, conferences, or school holidays (if relevant).

Sketch a general event concept

A rough idea of the shape of the day, subject to change. Even a loose concept is useful when talking to venues and potential sponsors.

Look for sponsors (Optional)

This could be a venue partner, a local business, a school or university, or a local organization. Consider in-kind support (space, snacks, materials, equipment) as well as money, and think about what you can offer in return. This could be visibility, a small table or space at the event, or a mention in your opening remarks. See How to fund your PCD for more ideas.

4. Planning phase

  • Solidify the programming
  • Reach out to potential speakers, workshop leads, and facilitators
  • Put out a call for volunteers
  • Work through logistics: catering, accessibility, the plan for the day, travel, security, and an AV/tech/equipment rider
  • Assemble and brief your safety team (see the Code of Conduct)
  • Make sure to plan enough time for setup and teardown

5. About a month before

Create an event page and open registration

Share key details clearly, including accessibility info, links to your website and group chat, and how to participate. Include clear directions to the venue, especially if the entrance or location may be difficult to find. Keep the information on day.processing.org up to date.

Create communication materials

See Promoting Your Event for assets, logo usage, and wording.

Promote your event

Reach out to local communities, share on social media, and connect with aligned groups or spaces.

6. The week before

  • Assign roles to volunteers
  • Lock the schedule and send the run of show to everyone taking part
  • Confirm all participants
  • Check for logistical issues that might affect the day (transit strikes, weather, building closures)

7. Immediately before the event

  • Arrive early
  • Set up signage
  • Set up and test the tech

8. During the event

  • Welcome speakers and volunteers
  • Open the doors to the public
  • Introduction (including a Code of Conduct reminder)
  • Run the program
  • Thank speakers, volunteers, and partners
  • Wrap up and closing remarks
  • Teardown and cleanup

Take photos, collect notes, or capture reflections along the way. This helps share your work and inspire others. See the Photography and Video Guidelines.

9. The week after

Follow up

  • Thank you messages (speakers, volunteers, partners)
  • Share your documentation
  • Keep the community going (next meetup, group chat, etc.)
  • Exit survey (TBD)

Write a recap

Write a recap post (on a blog, website, or platform like Medium) and share it on the forum.

For inspiration, here are recaps from past events:

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