Planning Your Event

Core Setup

• PCD node registered
• Event page and registration
• Visual identity
• Venue confirmed
• Date confirmed
• Speakers and/or workshop leads confirmed
• Check legal and venue requirements (insurance, permits, security)

Communications

• Create group chat (Matrix, Discord, or similar)

Logistics

• Share day plan and assign roles
• Signage (make sure ppl can find you)
• Tech setup (projector, Wi-Fi, sound, mic)
• Tables, chairs, etc

Accessibility

• Check venue accessibility
• Publish accessibility info on event page

Additional Considerations

• Childcare (requires advance notice)
• Video / photo

Optional

• Registration table (badges, stickers, merch)
• Stickers table
• Recording (audio/video)
• Hybrid setup (streaming)
• Ticketing
• Catering (consider allergies and dietary needs)
• Data and privacy
• Online community space (Discord, Matrix, etc.)
• Shared notes (Etherpad, Google Docs)

Day-of Checklist

• Check space
• Connect with contact person on site
• Volunteer briefing & role assignments
• Put up signage
• Tech setup & sound check

After the Event

• Thank you messages (speakers, volunteers, partners)
• Share documentation
• Write a recap post (on a blog, website, or platform like Medium)
• Share recap on the forum
• Keep the community going (next meetup, Discord, etc.)

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