Planning Your Event

Suggested Timeline

(or: how a PCD comes together)

There’s no single way to organize a PCD. Below we outline a possible path for your PCD. It’s not meant to be a checklist or a list of requirements, just suggestions.

Attend or watch an info session to get a sense of what PCD can look like and hear from past organizers.

Define your PCD Goals

What kind of gathering do you want to create? Who is it for? What would feel meaningful to your local community?

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

Register your PCD Node

Introduce yourself in the main thread and tell us a few words about your PCD idea.

Post a local thread as PCD @ City Name 2026 in the Community category.

Add your event to the map: open an issue on GitHub. After a review, it will appear on the PCD map.

Don’t worry if the details are not finalized yet, you can update the info for your event later via a pull request (or by asking in the main thread on the forum)

Create a communication channel

We recommend setting up a space where organizers and participants can stay in touch.

Use the public thread you created on the forum to share updates and coordinate openly.

For real-time communication, consider creating a dedicated group on Matrix. See: https://matrix.org/ecosystem/hosting/ A good client for Matrix is Element: https://element.io/en/download/

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 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).

Assemble a team

Invite collaborators, co-organizers, or volunteers. Even one or two additional people can make a big difference.

(Optional) Look for sponsors

This could be a venue partner, local organization, or small in-kind support (space, snacks, materials).

Plan your event

Shape the program, confirm speakers or activities, and think through logistics (tech, accessibility, flow of the day). Make sure to plan enough time for setup and teardown.

Create Event Page & Open Registration

Share key details clearly, including accessibility info, links to 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.

Promote your event

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

Run your event

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

Document your event

Take photos, collect notes, or capture reflections. This helps share your work and inspire others.

Follow up

Thank contributors, share your recap, and stay connected with participants if you can.

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