Step by step
Do this first.
Run the event
Deliver
Run the event
Swipe
Brief an hour before
An hour before, brief the team on a call and test the room, the links, and check-in.
Open with the rules
Open by showing the event code, then explain conduct, the challenge, submission fields, the deadline, and demos.
Build in breakout rooms
Teams form in breakout rooms, create repositories, and record their members on the platform.
Check on every team
Run at least one midpoint check with every team, and keep a help room open all day.
Lock submissions on time
Lock submissions at the stated time. Any change applies to everyone; never extend one team privately.
Demo and close
Give each team a fixed demo time, then close with results timing, feedback, and how to report concerns.
Safety, conduct, and recordings
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Keep the live sessions short and clear: the opening, a midpoint check, demos, and the close. Teams build in their breakout rooms in between, with the help room and the chat staffed throughout.
Run of the day
• An hour before: brief organisers and volunteers on a call, then test the room, breakout rooms, links, check-in, and the evidence plan. • Opening: show the event code on screen, then explain the conduct and originality rules, the challenge, submission fields, the deadline, and the demo format. • Build: teams form in breakout rooms, create repositories, and record members on the platform. Run at least one midpoint project and participation check. • Breaks: announce them in the room and in the chat, so nobody misses the restart. • Submission lock: close at the stated time. Late changes need a documented platform-wide exception, never a private extension. • Demos: give each team a fixed time in the main room, or play the required demo video. Remote judges review the video and repository afterwards. • Close: explain results timing, feedback, follow-up, and how to report a conduct concern.
If the video room or the platform fails
Move everyone to the backup link and post it in the chat. If an outage affects submissions near the deadline, tell b54 at once. Any change to the deadline applies to everyone and is recorded.
Do not improvise prizes, reimbursement promises, partner claims, public voting for main awards, or special access for a favoured team.