Community Playbook Β· Best practice and checklist

DEVCON Masterclass and Hackathon Best Practice and Checklist

Learn in the morning, build in the afternoon. The best practices we’ve learned running these days across the country: the tools to use, a 3-month plan, a sample program, clear duties for every lead, a risk plan, and a readiness checklist.

See the 3-month planGo to the checklist
Overview

One day, learn then build

A morning masterclass gives everyone the same foundation. An afternoon rapid hackathon turns it into working projects, demoed live.

  • 1 dayMorning masterclass, afternoon hackathon
  • 3 monthsOf planning, from goal to debrief
  • 2 hoursRapid build, with mentors on hand
  • 5 minutesPer team demo, live
What makes it work

Four principles behind every run

  • Inclusive by design

    Women in tech, students from many schools, and people from every discipline, in the room and on stage.

  • Open source first

    Open, reproducible tools, so nobody needs expensive licenses to take part.

  • Multi-model

    Participants learn to orchestrate several AI models and platforms together.

  • Bring your own device

    Builders use their own laptops, set up in a pre-install session before the day.

Tools

Tools participants can use

Builders bring their own laptops with these set up before the day. Open-source tools are encouraged, and any stack is welcome.

Think and orchestrate

Build

Ship and demo

3-month plan

From first idea to impact report

Start 12 weeks out. Every task has one owner and a deadline, reviewed in a short weekly check-in.

  1. Month 1 Β· Weeks 12 to 9

    Set the foundation

    • Define the goal and audienceWho is it for, what should they leave with, and how many seats.
    • Pick the date and shortlist venuesCheck academic calendars, holidays, and weather season.
    • Form the core teamThe chapter president serves as event director and names every lead in the roles section.
    • Draft the budget and funding planList costs, confirmed support, and who to approach.
    • Open the event pageOne official registration page for every attendee.
    • Start one master trackerA single timeline for every committee: deadlines, owners, and status in one place.
  2. Month 2 Β· Weeks 8 to 5

    Lock the essentials

    • Send partner proposals earlyGive sponsors enough time to review and offer technical or financial support.
    • Get written budget approvalBefore announcing any perk, prize, or giveaway that needs funding.
    • Confirm the venue in writingMain hall, breakout rooms for the build, power, and internet.
    • Confirm speakers and facilitatorsMorning modules, parallel afternoon talks, and judges.
    • Prepare the hackathon kitChallenge brief, tools list, sandbox, rubric, and usage caps.
    • Brand the eventSlides, key visual, and print files in one shared folder.
    • Launch registration and promotionSeparate sign-ups for the masterclass and the hackathon.
    • Order prints earlyTarps and printed materials need two to three weeks to arrive.
  3. Month 3 Β· Weeks 4 to 1

    Rehearse and run

    • Train every volunteerA mandatory online session on the program flow and each role.
    • Run a pre-install sessionHelp participants set up tools and accounts on their own laptops.
    • Lock the headcountConfirm numbers with the venue and caterer five days before.
    • Do two full dry runsHost, program lead, and tech lead walk the whole run of show.
    • Ingress the day beforeSet up the stage, sound, screens, registration, and signage.
    • Make the go or no-go callAt least 24 hours before, based on weather and safety advisories.
  4. After Β· Week +1

    Close the loop

    • Debrief the same dayWhat worked, what to fix, while it is fresh.
    • Thank everyone publiclySpeakers, mentors, partners, volunteers, and participants.
    • Publish the recapPhotos, winners, and a short video.
    • Write the impact reportAttendance, projects shipped, survey results, and lessons.
Sample program

A whole-day run of show

Adjust the times to your venue. Keep the shape: learn, eat, brief, build, demo, celebrate, and end on time.

Sample run of show
TimeSegmentLead
7:30 AMVolunteer call time and team briefingEvent director
8:00 AMRegistration and check-inRegistration lead
8:30 AMWelcome and opening remarksHost, partner representative
8:45 AMKeynoteKeynote speaker
9:15 AMMessages of supportPartners and guests
9:45 AMMasterclass module 1: AI fundamentals and orchestrationLead facilitator
10:45 AMMasterclass module 2: AI tools, live demoFacilitators
12:00 PMLunch breakFood lead
12:30 PMHackathon briefing: mechanics, teams, tools, rubricHackathon lead
1:00 PMRapid hackathon build, with parallel talks for non-buildersHackathon lead, mentors
3:00 PMBuild freeze, then project demos and pitchingTeams, judges
4:00 PMAwarding and closing remarksHost, event director
4:30 PMGroup photo and team debriefAll
EveningOptional community dinner with partners and leadersVIP and ushers lead

Critical transition points

  • 8:00 to 9:00 AMRegistration rush. Fully staff the desk and don’t pull anyone away.
  • 12:00 to 12:30 PMLunch and room split. The host clearly directs builders, attendees, and guests to the right rooms.
  • 12:30 to 1:00 PMThe highest-risk handoff. Confirm teams and tool access before the clock starts.
  • 3:00 PMPitching. Judges briefed and seated, scoring sheet ready, timer visible.
  • 4:00 PM onwardAwarding and close. Recognize partners, end on time, then pack up.
Roles

Clear duties for every lead

DEVCON HQ sets the guardrails, and the chapter president leads the day as event director. One name per role, and every lead also names a backup.

  • National office

    DEVCON HQ

    • Budget approval: reviews and approves the event budget and any changes to it
    • Sponsors alignment: aligns partners and sponsors with DEVCON standards, and approves partner recognition
    • Training: trains the event director, leads, and facilitators before the day
    • Strategic approvals: signs off on the program, partnerships, branding, and public announcements
    • Chapter and HQ alignment: clear channels and realistic expectations that balance national standards with local volunteer capacity

  • Event director: the chapter president

    • Owns the plan and the budget, with DEVCON HQ approval, and every on-the-ground decision
    • Assigns leads and runs weekly check-ins
    • Makes the go or no-go call
    • Single point of escalation on the day; arrives first for ingress
    • Keeps one master tracker that every committee updates

  • Program lead

    • Writes the run of show and host script
    • Confirms speakers, facilitators, parallel talks, and judges
    • Orders speaker tokens and hands them over right after each session
    • Leads the two dry runs and keeps the day on time
    • Owns the awards list: certificates, trophies, and partner prizes

  • Hackathon lead

    • Prepares the challenge brief, kit, rubric, and tool list
    • Sets per-team AI usage caps and sandboxed accounts
    • Runs the briefing, the build clock, the freeze, and the demo order
    • Briefs mentors and judges on the scoring

  • Tech lead

    • Tests projectors, screens, sound, and livestream the day before
    • Keeps a backup laptop, adapters, and offline copies of every slide
    • Confirms backup internet and power at key stations
    • Sets up check-in, scoring, and voting tools

  • Registration lead

    • Sets up separate sign-ups for the masterclass and the hackathon
    • Confirms the final headcount with the venue five days before
    • Prepares QR check-in, name tags, attendance sheets, and signage
    • Writes the welcome-desk script, from the gate to the seat
    • Uses a registration tool with automated reminders and confirmations
    • Sends one comprehensive email primer instead of many notices

  • Logistics lead

    • Books rooms, tables, chairs, power strips, and cable management
    • Orders tarps, prints, lanyards, and stickers early, with extras
    • Checks aircon and ventilation, and sets up a quiet call room
    • Leads ingress and pack-up
    • Submits the venue security access list at least a week before

  • Food lead

    • Locks the caterer and menu early, and plans meals on site so breaks run on time
    • Orders 10 to 15% buffer food and water for everyone
    • Plans drinks and snacks for the volunteer team
    • Confirms dinner numbers if there is a community dinner

  • VIP and ushers lead

    • Confirms guest travel, pickup, and accommodation
    • Prepares each VIP’s itinerary and remarks timing
    • Assigns an usher to every VIP on the day
    • Makes sure partners are recognized at opening and closing

  • Documentation and social lead

    • Assigns a photographer and videographer
    • Schedules pre-event teasers and speaker spotlights
    • Covers the day live with approved captions only
    • Delivers the recap album, reel, and case study material

  • Volunteers lead

    • Recruits, assigns, and trains every volunteer
    • Shares the contact list and call time
    • Rotates breaks so no post is left unattended
    • Collects volunteer feedback for the debrief
    • Recruits dedicated logistics and creative volunteers so leads can manage

  • Finance and admin

    • Tracks the budget, approves spending, and confirms written approval before perks are announced
    • Handles partner agreements and paperwork
    • Keeps receipts and liquidates after the event
    • Reports actuals in the impact report
Risk management

Plan for what can go wrong

Review this list at every weekly check-in and again during the dry runs.

Risks and how to manage them
RiskLevelHow to manage it
Severe weather or floodingHighMonitor official weather and disaster advisories 48 hours out. Name a backup indoor venue. Decide go or no-go at least 24 hours before and tell everyone.
Venue rooms or capacity fall throughMediumGet rooms confirmed in writing. Keep an alternative room or layout on standby.
AV, internet, or power failureMediumTest everything the day before. Keep a backup laptop, offline slides, backup internet, and power backup at key stations.
AI tool costs run overMediumSet per-team usage caps and use sandboxed or pre-funded accounts, never personal cards.
Low hackathon turnoutMediumUse a separate sign-up, promote early, and plan a minimum viable number of teams.
Speaker or VIP delayedMediumConfirm travel the day before. Have a local backup speaker or a panel fallback ready.
Wrong headcountMediumLock numbers five days before with the venue and caterer. Order buffer food.
Late start or overrunMediumStrict start time, short focused talks, buffers in the run of show, and a host who enforces time.
Budget shortfallMediumLine up partners early and track spending weekly. Keep a priority list of what to cut first.
Entry delays at the venueMediumSubmit and verify the security access list at least a week before, for attendees and staff.
Perks promised without budgetMediumAnnounce perks and prizes only after written budget approval.
Safety and conductAlways onBrief everyone on the Code of Conduct and the Privacy and Safe Space standard. Follow the Child Protection Policy if minors attend.

Key decisions, with a default if no one decides

Decision points
DecisionDeadlineDefault
Go or no-go on weather24 hours beforePostpone if official advisories warn of severe weather
Final hackathon team count3 days beforeProceed with confirmed teams
Headcount and dinner lock5 days beforeCap at the confirmed number
Speaker backup plan4 days beforeSwitch to a panel format
Checklist

Readiness checklist

Tick these off as you go. If a box is still empty the day before, raise it with the event director.

Four weeks out

  • Venue, rooms, and date confirmed in writing
  • Speakers, facilitators, and judges confirmed
  • Registration open, with separate masterclass and hackathon sign-ups
  • Prints and merch ordered
  • Written budget approval before any perk is announced

One week out

  • Volunteer training done; every lead has a backup
  • Pre-install session held for participants
  • Hackathon kit, rubric, and per-team usage caps ready
  • Headcount locked with the venue and caterer
  • Venue security access list submitted and verified
  • Meals confirmed, with enough break time on site
  • One email primer sent with every key detail

Day before

  • Stage, sound, screens, and livestream tested at the venue
  • Backup internet, power, and offline slides ready
  • Registration desk, QR check-in, and signage set up
  • Weather checked and go or no-go decided
  • Certificates, trophies, and partner prizes counted against the awards list

Event day

  • Team briefing at call time
  • Run of show, script, and timer with the host
  • Partners recognized at opening and closing
  • Speaker tokens handed over, debrief held, venue cleared
Best practices

Lessons from past runs

From the debriefs of past masterclass and hackathon days.

What worked well

  • Strong audience engagementParticipants stayed attentive and involved through the masterclass and the rapid hackathon.
  • Teamwork across committeesOrganizers took initiative and supported one another across their areas.
  • Every team shippedAll teams built, demoed, and pitched a working prototype within the time limit.
  • Attendance beat the targetsTurnout exceeded targets for attendees, hackathon teams, and partner organizations.
  • Quick adaptation on siteMarshals and room leads talked fast to fix issues and adjust the schedule.
  • Engaging hostsHosts kept the energy high, ran smooth transitions, and filled gaps during speaker changes.
  • Wider partnershipsStronger ties with industry, schools, tech communities, and government.
  • Happy partnersPartners and sponsors were satisfied and keen to support future runs.
  • Diverse participantsBalanced gender representation, with talent from many schools and tech groups.
  • Smooth registrationOn-site check-in ran well despite the registration tool’s limits.

What to improve next time

  • Venue security clearanceSubmit and verify the access list at least one week before, to avoid entry delays.
  • Budget approval firstGet written budget approval before advertising perks that need funding.
  • Earlier partner outreachSend proposals early so sponsors can review and offer support.
  • Planned mealsConfirm meals ahead and allow enough break time, so no off-site meal runs disrupt the day.
  • More volunteersRecruit dedicated logistics and creative volunteers so leads can focus on managing.
  • An awards leadGive one person a checklist for certificates, trophies, and partner prizes.
  • A better registration toolUse one with a clearer interface, automated reminders, and confirmations.
  • Chapter and HQ alignmentAgree on clear channels and realistic expectations for local volunteer capacity.
  • One master trackerKeep a single timeline for every committee’s deadlines and owners.
  • One email primerSend all key details in one complete email instead of many notices.

Proven practices to carry forward

  • A mandatory briefing for every volunteer before the day
  • Pre-event hype posts and speaker spotlights
  • Tokens for every speaker and guest
  • A livestream, tested at the venue
  • Water for every attendee, and buffer food
  • Backup internet and power at key stations
  • Short, focused talks and an early end time
  • Prizes shown quietly, so the focus stays on learning
  • Diverse speakers and inclusive teams
  • Government, academe, and local partners invited
  • QR check-in for fast registration
  • Two full dry runs before the day
  • Local design and branding that feels like the city

Watch-outs to avoid

  • Wrong headcountConfirm with the venue five days before.
  • Prints arriving lateOrder everything two to three weeks out.
  • Too few lanyards and stickersOrder 20 to 30% more than expected.
  • No gate or arrival instructionsA welcome-desk script from the gate to the seat.
  • Livestream not testedTest it at the venue the day before.
  • Hot roomsCheck the aircon during ingress.
  • An empty afternoon for non-buildersSchedule parallel talks during the build.
  • Role confusion on the dayVolunteer training and a checklist per lead.

Dos for volunteers

  • Arrive at call time, before doors open
  • Wear the team shirt so attendees can find you
  • Follow your lead; the event director has the final call
  • Save every coordinator’s number before the day
  • Post only approved content, and send press questions to the event director

Don’ts for volunteers

  • Don’t promise hackathon slots to walk-ins
  • Don’t post unconfirmed details
  • Don’t leave your post without a replacement
  • Don’t ignore weather warnings; escalate them right away
Keep these handy

Related playbook guides

See this format in action in the Hermes Agentic Code Camp case study, and keep your materials on brand with the Brand Kit.

Planning one in your city?

Talk to DEVCON HQ early. We’ll help you shape the program, train your volunteers, and connect you with facilitators.

Talk to DEVCON HQStart with Volunteering Basics