DEVCON Volunteering Basics and Best Practices

A First-Timer's Guide to Volunteering at a DEVCON Chapter Event 🚀

Welcome to the DEVCON Volunteer Community! If you received the confirmation or notification that you're part of an upcoming event, congratulations! We're thrilled to have you on board. As you prepare for the upcoming event, here are some essential guidelines to help you have a successful and rewarding experience.


Who We Are: The DEVCON Community

THE PHILIPPINES' LARGEST VOLUNTEER TECH COMMUNITY

DEVCON is a registered non-profit organization dedicated to empowering IT students and professionals nationwide. For 16 years, we’ve fostered growth and collaboration through a strong network of 11 chapters and inclusive programs. Our vision is a technology-empowered Philippines for all. Join us in shaping its future.


What to Expect

Volunteering with DEVCON is a dynamic experience. You'll work with a fun, passionate team and play a key role in making our events a success. Expect a mix of hands-on tasks, problem-solving, and a lot of networking. You’ll be a vital part of the event's smooth execution and get to interact with speakers, sponsors, and attendees. It's a fantastic way to meet new people, build your network, and gain valuable experience.


The attendees' experience is our top priority. Everything from the content and seating arrangement to the audio quality and overall event experience matters. We strive to create a seamless and enjoyable environment for everyone.


DEVCON is a safe space for everyone. We have a zero-tolerance policy for harassment and promote an inclusive, respectful environment. For events involving children, we strictly adhere to the DEVCON Kids Policy to ensure their safety and a positive experience.


What to Bring

  • A positive attitude and a willingness to learn. This is the most important thing!
  • A notebook and pen. To jot down important instructions or observations.
  • Your fully charged smartphone and a power bank. It's essential for communication with the team.
  • A reusable water bottle. Stay hydrated, especially during long events.
  • Comfortable shoes. You'll be on your feet for most of the day.
  • Your extra snacks. While some events provide food, it's always good to have your own.


Planning: Before the Event

This is where your journey begins. A well-prepared volunteer is an invaluable asset.

  1. Know Your Role: Your event lead will assign you to a key department: Logistics, Meals, Marketing and Creatives, Program, or Documentation. Make sure you understand your responsibilities and the key people you'll be working with. Always ask senior volunteers and the team lead if anything is unclear!
  2. Attend the Volunteer Briefing: This meeting is crucial. It’s where you’ll meet your team, get a rundown of the event flow, and understand the day’s schedule. This is your chance to clarify tasks, learn about potential challenges, and get a feel for the team's dynamics.
  3. Study the Event Plan: Your event lead will share the program schedule, a checklist, and a floor plan. Familiarize yourself with them. Knowing the layout and schedule will help you be more efficient and responsive on the day.
  4. Risk Management: While studying the plan, think about potential issues. What if the projector doesn't work? What if there's a long line at registration? Always plan for contingency. Being prepared for potential problems helps you stay calm and find solutions quickly.
  5. Align with Leaders: If you're involved with tasks related to sponsors or partners, align with your leaders to ensure you understand the commitments and messaging. For sponsored events, the BIR Invoice guideline is an important best practice for our tax compliance and financial reporting.



Executing: On the Day of the Event

This is when all the planning comes together. Be proactive and alert.

  1. Arrive Early: Show up at the time specified by your team lead. We recommend arriving 2-4 hours before the event to factor in contingency and ingress.


  1. On-the-Day Event Checklist:


Pre-Event Setup

  • Eat before heading to the venue. A full stomach means you can focus on your tasks without getting hungry.
  • Banners: Are all the event signage and banners correctly set up?
  • Projector Adapter: Has the projector adapter been tested and is it ready? This is a common issue!
  • Wi-Fi Access: Has the Wi-Fi password been tested and is it accessible to speakers and volunteers?
  • Tumbler: Don't forget your reusable water bottle to stay hydrated.
  • GC for Volunteers: Is the group chat for volunteers active for real-time communication?



Program & Content

  • Slides: Are the presentations and speaker slides pre-loaded with the correct access and ready to go?
  • Files: Do you have digital copies of all necessary documents, like the registration list or speaker bios?
  • Reminders & Calendar: Have reminders and the correct location and instructions been sent to all speakers?
  • Speakers on time and coordinated: Our proper, timely, and clear coordination with volunteer speakers is what sets us apart. Ensure speakers are on time and coordinated with the program. They could be your future employers, so give them a great experience! If you have tokens for speakers, make sure they are ready to be presented. Provide water for the speaker and host.
  • Hosts ready, informed, and briefed: Are the hosts ready, informed, and briefed on the entire program flow?
  • Pre-Event Ambiance: Is the background music or a looping video playing? We often use a YouTube playlist from our channel or a video showcasing the amazing stories of our chapters nationwide during registration and while attendees are waiting.
  • Content Team Updates: Is the content team ready to post updates for teasers, "happening now," topic showcases, group photos, partner showcases, and volunteer thank yous?



Contingency & Raffle

  • Contingency: Do you have your Plan B ready for any technical glitches or unexpected issues?
  • Risk Management Planning: Do you have a clear understanding of the key risks and the plan to mitigate them?
  • Raffle: If there's a raffle, is the Wheel of Names or other raffle system set up and ready to go?
  1. The Registration Desk: This is often the first point of contact. Be welcoming and friendly! Politely check attendees' names against the registration list, provide event kits or IDs, and direct them to the main area. Expect a rush during the first hour and stay calm and focused.

Venue & Crowd Management:

  • Greeters/Ushers: Your job is to guide attendees and ensure a smooth flow of traffic. Be ready to answer questions about session locations, restrooms, or where to find food.
  • Session Facilitators: For workshops and talks, you may be asked to help speakers with their presentations, manage microphones for Q&A, or assist with hands-on activities.
  • Team Communication: Stay in constant communication with your team via your designated channel (e.g., a group chat). Report any issues or needs immediately so the team can address them quickly.


Post-Event: The Wrap-Up and Retrospective

Your work doesn't end when the last attendee leaves.

  1. Tidy Up: Help with the pack-up and venue cleanup. This includes gathering event materials, removing signage, and leaving the venue as you found it.
  2. Debrief: A quick debriefing session with your team is a must. Share what went well and what could be improved for the next event. Your feedback is valuable for future planning.
  3. Retrospective: After the event, take a moment to reflect on your experience. Consider what you learned, the connections you made, and what you would do differently next time. Sharing your experience helps DEVCON grow as a community.
  4. Stay Connected: After the event, you'll receive a thank-you note from the DEVCON team. Keep in touch with the people you met. Many long-lasting friendships and professional connections have started at DEVCON events.


Practical Tips & Best Practices from Our 11 Chapters

  • Underpromise, Overdeliver: Don't promise what you can't deliver. Instead, set realistic expectations and then exceed them. This simple principle builds trust and leaves a lasting positive impression.
  • Take initiative. Don't wait to be asked. If you see something that needs to be done, always ask a senior volunteer or the team lead if you can help.
  • Be a problem-solver. Things can go wrong. Instead of panicking, calmly think of a solution and communicate it to your team.
  • Be the face of DEVCON. Your actions and attitude reflect on the entire organization. Be approachable, helpful, and professional.
  • Know your resources. For more information on DEVCON's policies, programs, and other resources, visit devcon.ph.
  • Don't forget the "human connection." While technology is our focus, the community is our heart. Prioritize making attendees feel welcome and valued.
  • Prepare for anything. Always bring an extra power bank, a pen, and a small bag to carry essentials. It's better to be overprepared than underprepared.
  • Networking Pro-Tips:
  • Maximize LinkedIn. When you meet someone new, send them a LinkedIn connection request. A quick, personalized message after the event can help solidify the connection and grow your professional network.
  • Listen more, talk less. Be genuinely curious about what others do and what they're passionate about. Asking thoughtful questions is a great way to build rapport.
  • Have your elevator pitch ready. Be able to briefly and clearly explain who you are and what you're interested in. This helps you make a strong first impression.
  • Invite More Volunteers. Your passion is contagious. When you meet people who are interested in DEVCON, share your positive experience and encourage them to join our growing community of volunteers.


Your Guide to Event Rescheduling

In the event that you must reschedule, here are our guidelines. Your team's safety and the well-being of all participants are our top priorities. Given our location, we are especially vigilant about the risks of flooding and other weather-related dangers. To ensure a smooth process and minimize disruption, we follow a clear protocol for event rescheduling.

Event Cancellation and Weather Check: Our Protocol

We are committed to making a decision on event cancellations at least 1-2 days prior to the scheduled date. This gives everyone—attendees, speakers, partners, and volunteers—enough time to adjust their plans.


Here is the process your team will follow:

  • Monitor Weather and Conditions: The leads and logistics team will constantly monitor weather forecasts from reliable sources to assess potential risks, especially during the rainy season. This includes checking for storm signals, heavy rainfall advisories, and reports of flooding in the event area and on major travel routes.
  • Consult and Align with Key Stakeholders: The event lead will coordinate closely with chapter officers, core team members, and the heads of each department (Logistics, Meals, Marketing & Creatives, Program, Documentation). We will also consult with our venue partners and speakers who might be traveling from other cities or provinces. This collective assessment ensures that all concerns are considered.
  • Prioritize Safety and Make the Call: The final decision is based on a collective assessment, with everyone's safety as the number one factor. Once the decision to cancel is made, the marketing and communication teams will prepare an official announcement to be released across all our official channels.


  • Communicate Clearly and Promptly:
  • Official Announcement: The communications team will post a clear and concise cancellation notice on our social media platforms (Facebook, X, etc.) and in our official group chats.
  • Direct Communication: The program team will inform speakers and hosts directly, while the logistics and partners teams will coordinate with venue providers and sponsors. We are especially mindful of our partners who may have event cancellation refund terms.
  • New Schedule and Impact Plan: In the event of a cancellation, we will immediately work on a new schedule and a plan to minimize the impact on all parties. This includes one of the following options:
  • Adjust the Program: In some cases, minor adjustments to the program may be sufficient to proceed safely. This could involve shortening the event or moving to a different room within the venue if possible.
  • Make it Hybrid: If the venue is safe but travel is a concern for many, we can transition to a hybrid event, with some attendees and speakers joining online.
  • Reschedule: If the risk is widespread, we will reschedule the event for a new date. We will coordinate with all stakeholders to find a new date that works for everyone.
  • Cancel: In the most severe cases, outright cancellation may be necessary. We will provide clear communication on this decision and any potential plans for a future event.
  • We understand that cancellations are inconvenient, but they are a necessary step to ensure the well-being of our community. Clear, timely communication is key, and we promise to uphold that commitment every step of the way

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Thank you for your dedication and support in making this event a success. We're grateful to have you as part of our community and hope that in 5 to 10 years, you'll look back at this volunteer opportunity with pride, seeing how it helped you grow your career and your network.