Day-of Checklist
Event Day Checklist
Print this and bring it with you. Check items off as you go.
Before doors open (arrive 30–60 min early)
- Unlock the room / meet the venue contact
- Set up tables and chairs in the arrangement you want
- Test the WiFi — connect a device, run a speed test, do a
git clone - Test the projector / screen if using one
- Put up directional signs from building entrance to room
- Write on whiteboard or print on paper:
- WiFi network name and password
- Project chat channel (Slack/Discord/IRC)
- Event hashtag
- Schedule overview
- Set out power strips / extension cords
- Set out any swag (stickers, name badges)
- If catering: confirm delivery time and dietary accommodations
As people arrive
- Greet people, point them to WiFi info
- Have them add their name to an attendance list (paper or shared doc)
- If you’re doing name badges, hand them out or let people write their own
- Help anyone who needs dev environment setup
Event start
- Brief welcome (5 min max):
- What we’re doing today
- Where to find issues/tasks
- How to ask questions (who’s available to help)
- Logistics: food, bathrooms, end time
- Code of Conduct reminder (link: apache.org/foundation/policies/conduct.html)
- Point newcomers to mentors/experienced contributors
During the event
- Check in periodically — anyone stuck? Anyone need help?
- If someone finishes their task, help them find the next one
- Take a few photos (ask consent first)
- Keep an eye on the time — remind people 30 min before wrap-up
Wrap-up
- 15-minute group share: “What did you work on? What did you accomplish?”
- Thank everyone
- Remind people: here’s how to stay involved (mailing list, chat channel)
- Group photo (optional, consent-based)
- Clean up the space — leave it better than you found it
After the event (same day or next day)
- Post summary to dev@ list: X people attended, Y PRs submitted, notable outcomes
- Email dev@community.apache.org with the same summary
- Update event page with Outcome section
- Share photos (with consent) to photos.apachecon.com or social media
- Thank the venue sponsor
- Note what you’d do differently next time (add to event page)