Step by step
Do this first.
Venue & team
Prepare
Venue & team
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Get written permission
Upload written venue confirmation with owner, address, date, hours, capacity, and contact.
Check the space
Check capacity, seating, sanitation, water, accessible entry, and exits.
Test the essentials
Test power, cabling, charging, and internet at real load, with a fallback.
Map the room
Plan the check-in, build, meal, demo, and first-aid areas.
Name the owners
Assign named owners for operations and safety, check-in, and projects.
Brief and reconfirm
Brief every volunteer before doors open. Reconfirm the venue 48 hours before.
Registration and participant data
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Venue confirmation must be written and uploaded. It must identify the institution or venue owner, address, date, access hours, room capacity, and local contact. Reconfirm it 48 hours before the event.
Minimum venue standard
• Safe capacity for the approved attendance; seats, tables, sanitation, drinking water, and accessible entry. • Reliable power, protected cabling, charging plan, and a backup appropriate to local conditions. • Internet tested at realistic load, with a fallback plan that does not depend on participant purchases. • Check-in position, build area, meal distribution point, demo area, first-aid access, and emergency exits.
Delivery team
The Event Lead owns the final result. Assign named owners for operations and safety, participants and check-in, and projects and submissions. Add owners for communications, venue or technology only when needed. Brief every volunteer before doors open. Volunteers receive the least access needed and use search to serve one participant at a time; they must not receive an attendee export.
The Campus Rep, organizing team, judges, and their immediate relatives may not provide a paid vendor unless the relationship is disclosed before selection and b54 gives written approval.