Best Practices for Campus DEVCON Events organized local chapters

Dear DEVCON Chapter Leaders,


The community looks at DEVCON events as the gold standard for quality and reach. To keep that credibility in place, every Campus DEVCON event must be executed with precision, respect, and professionalism. Building a successful community starts with setting high standards for how we treat our guests, our partners, and each other.


This playbook is a synthesis of nationwide campus event retrospectives and HQ guidelines, designed to transform "lessons learned" into "operational excellence." It ensures that every Campus DEVCON event—whether a massive roadshow or a local meetup—remains world-class.


🎓 HQ Guidelines Campus DEVCON Events

I. The Core Philosophy: Underpromise & Overdeliver

To maintain our gold-standard reputation, the organizing team must adopt a mindset of strategic caution and excellence.

  • Assume Risks by Default: Always plan with the assumption that things will go wrong—the internet will fail, the speaker will be late, or the power will fluctuate.
  • Strategic Buffers: Build 10–15 minute "buffer blocks" into your program flow. These buffers save you from having to cut speaker slots if a session runs over.
  • Conservative Commitment: Never promise a partner or sponsor a specific number of attendees unless you are 100% sure you can hit 120% of that goal.
  • Safe Space Environment: Chapters must adhere to DEVCON HQ Safe Space Guidelines. This ensures a respectful, inclusive, and professional environment. Familiarize your team with policies at www.devcon.ph.

II. Creative Fundraising & Strategic Partnerships

DEVCON is a 16-year-old brand. Use this history and credibility to your advantage.

  • Long-Term Planning: Start your outreach 3–6 months in advance. The biggest costs for any event are raffle items, speaker tokens, and meals for organizers.
  • Target Budget Cycles: Partnering with a local DOST, DICT, or School IT Organization during their peak budget cycles (like IT Week) can cover these major costs, meaning you're halfway done.
  • Don't know where to start? Begin by identifying the official emails of local organization representatives. Send a professional chapter collaboration proposal or a meeting invitation email to introduce DEVCON's mission.
  • The "In-Kind" Priority: Due to tax and legal risks, prioritize in-kind sponsorships over cash. Look for win-win "X-Deals" where you provide brand visibility in exchange for sponsorship packages.

III. Content Strategy & Slide Management

Chapters should move beyond "generic" tech talks and curate a diverse range of emerging and core topics to keep students competitive:

  • Diverse Topics: Quantum Computing, Generative AI (GenAI), Web3/Blockchain, Robotics, Cybersecurity, DevOps, and Tech Leadership.
  • Centralized Slide Management: To avoid last-minute "flash drive issues" or "on-the-spot permission" errors, event slides are best placed in one master file.
  • Submission Timeline: Require speakers to submit their decks 3–4 days before the event. Provide a calendar reminder for speakers to submit to avoid last-minute delays.
  • Collaboration Tools: Use Canva or Google Slides for real-time collaboration. This ensures the tech team can review content and verify aspect ratios (16:9/4:3) well before ingress.

IV. Program Management & Execution

  • Play Video Loop: Maintain high energy with DEVCON loops during registration and breaks. Check devcon.ph/playbook for standard decks and official looping videos.
  • Punctuality & Readiness: The team must arrive at the venue 3–4 hours (ideally 4–6 hours for large summits) before the start for mandatory rehearsals and safety checks.
  • Technical Rehearsal: Every speaker should have a tech check (audio, clicker, slide transitions) during the ingress period.
  • Ready & Engaging Hosts: The emcee is the face of the event. They must be energetic and capable of managing transitions smoothly. Conduct a full rehearsal of the program flow.

V. 🎤 Speaker & Sponsor Relations

  • Professional Impression: Remember, your speaker or guest might be your future employer. Treat every interaction as a professional networking opportunity.
  • Speaker Integrity: Non-Negotiable. Never remove a speaker on the day of the event due to program delays. Shorten internal breaks or Q&A instead.
  • Logistics Transparency: Send a formal logistics email/Calendar Invite 14 days prior with a Google Maps pin, Gate #, specific building name, and reserved parking instructions.
  • The Dedicated Liaison: Assign a Speaker Liaison for every guest. Their role is to meet them at the entrance, provide refreshments in a holding area, and ensure they are guided at all times.
  • Mandatory Appreciation: Provide high-quality, professionally printed certificates and quality tokens. Never print on flimsy bond paper.

VI. 🛡️ Safety, Risk, & Emergency Management

  • The Opening Safety Brief: Every event must open with a 60-second safety announcement identifying the nearest fire exits and medical station.
  • Technical Redundancy: Always have a backup laptop, a spare slide clicker, and a secondary internet source (e.g., 5G mobile hotspot).
  • Contingency Protocol: Establish clear "Plan B" protocols for common issues: speaker no-shows, power outages, and medical emergencies.

VII. Final Event Readiness Checklist

🏗️ Pre-Event Coordination (2-6 Months Before)

  • [ ] Outreach: Identified local DOST/DICT/School reps and sent collaboration emails.
  • [ ] Venue Reservation: Confirmed with school admin; electrical and A/V capacity verified.
  • [ ] Promotions: Publicity materials live for at least 3 weeks; registration forms optimized.
  • [ ] Partner Alignment: Roles of co-presenting school orgs or sponsors clearly defined.
  • [ ] Sponsorships: In-kind deals for organizer meals, raffle items, and tokens secured.
  • [ ] Volunteer Briefing: Conducted 2–4 days before the event to orient all committees on roles.
  • [ ] E-Certificates: Design finalized and automated delivery system tested.

🎤 Speaker & Content Management

  • [ ] Speaker Submission: All decks submitted via Canva/GSlides 3-4 days before (reminder sent).
  • [ ] Speaker Reminders: Final logistics email/Calendar Invite sent (Map, Call Time, Parking).
  • [ ] Liaison Team: Volunteers briefed on the names and faces of all incoming VIPs.
  • [ ] Looping Videos: Official assets downloaded from devcon.ph/playbook.

🔌 Technical & Risk Management

  • [ ] Master Deck: All presentations compiled into one master file on the main event laptop.
  • [ ] Projector & Sound: Tested for aspect ratio (16:9/4:3) and microphone battery levels.
  • [ ] Internet Backup: Mobile hotspot/5G router ready for "Plan B."
  • [ ] Risk Assessment: Fire exits identified and unobstructed; Safety Officer assigned.
  • [ ] Safe Space: All volunteers briefed on Safe Space policies and emergency protocols.

Standardizing Best Practices for the Future

To ensure every Campus DEVCON event maintains its gold standard, we are standardizing these best practices across all chapters. By following this unified framework, we move away from reactive "damage control" and toward proactive, world-class event management.


Most importantly: Have fun! Energy is contagious. Once the event is over, make it a habit to share your learnings so we can all grow together. This document serves as a living foundation for our community.