Organizing Your Event

A schedule helps you plan enough time for each activity and lets everyone know what to expect.

Example Schedules

Here are some examples of ways you can structure your PCD. Feel free to adapt these schedules to your needs. You can also run a shorter or longer event if you want.

4-hour event

• Welcome & introduction (30 min)
• Beginner-friendly workshop, part 1 (90 min)
• Short break (15 minutes)
• Beginner-friendly workshop, part 2 (30 min)
• Relaxed group discussion over refreshment (30 min)
• Wrap-up: discuss ways for the community to go forward and take a group picture! (15 min)

8-hour event

• Welcome & introduction (30 min)
• Community show & tell (60 min)
• Beginner-friendly workshop I (120 min)
• Lunch break (60 min)
• Guest lecture or screening of a video tutorial (for example Coding Train or Patt Vira) (30 min)
• Beginner-friendly workshop II part 1 (90 min)
• Short break (15 min)
• Beginner-friendly workshop II part 2 (30 min)
• Community discussion(s) on topics related to art, code, and diversity. (45 min)
• Wrap-up: discuss ways for the community to go forward and take a group picture! (15 min)

Timekeeping Tips

Make Your Schedule Visible

Add your schedule to your event page so participants know what to expect. You can also print out copies to have on hand during the event, project it on a screen, or hang a poster on a wall so everyone can see it.

Designate a Timekeeper

Someone (an organizer or a volunteer) should be in charge of keeping track of time.

Keep Sessions on Track

Before each session, remind each speaker or facilitator of their allotted time, and give them a 5-minute warning before they need to wrap up. You can also place a countdown clock in front of the speaker, so they have a visual reminder of how much time they have left (a simple kitchen timer works well). Sound cues can also be used to signal the end of a session.

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