Chapter 16: Day-Of Operations
Running the show without losing your mind
This is it — the day you've been planning for. Everything from Chapters 1–15 converges into a live event. This chapter covers what to do hour by hour, how to troubleshoot the things that will go wrong, and how to keep the experience great for participants while you're running on adrenaline behind the scenes.
Before doors open
On-site events (arrive 2–3 hours early)
Environment check:
Unlock the venue, turn on lights, set thermostat
Verify bathrooms are functional and stocked
Set up your organiser "home base" — a corner or table where your team coordinates
Furniture and space:
Arrange hacking tables (banquet-style for teams of 4–6)
Set up the presentation area (projector, screen, mic)
Set up the registration desk near the entrance
Set up the food area (away from laptops!)
Designate the quiet space
Technology:
Distribute power strips (one per table minimum)
Tape down all cables across walkways (trip hazard prevention)
Connect to wifi, verify speed and reliability
Test projector — connect your laptop, display slides
Test microphone and audio levels
Set up check-in laptop/tablet at registration desk
Signage:
Directional signs from entrance to event space
Room labels (Main Hall, Workshop Room, Quiet Space, Bathrooms)
Wifi credentials posters (multiple locations)
Code of Conduct posters
Schedule posters
Sponsor banners
Table supplies:
Wifi credential cards (one per table)
Schedule handouts
Markers, sticky notes, note cards
Challenge description one-pagers
Registration desk:
Alphabetised participant list (printed)
Name badges + markers
Swag organised by size (if applicable)
Event schedule handouts
Online events (30–60 minutes before start)
Test video conferencing link — join as a participant
Test screen sharing, recording, breakout rooms
Verify all co-hosts have access
Check BuilderBase platform — challenges visible, submission portal working
Post "we're live in 30 minutes!" in Slack
Have backup laptop ready
Final team huddle (both formats):
Quick sync with all staff and volunteers: review the schedule, confirm role assignments, share emergency contacts, establish the communication channel you'll use to coordinate during the event (walkie-talkies for on-site, a private Slack channel for online).
Registration and check-in
On-site check-in flow
Staff the registration desk with 2–3 people:
Greeter at the front of any queue — warm welcome, answer quick questions
Check-in person — find name on list, verify identity, hand over badge
Swag/info person — hand out t-shirts (ask size!), schedule, wifi card, and point out: bathrooms, food area, hacking space, where to find organisers
Handle edge cases gracefully:
Walk-ins (if accepting): quick form — name, email, emergency contact, Code of Conduct agreement
Dietary restrictions not on file: note them, alert the food coordinator immediately
Accessibility needs mentioned: ensure accommodations are in place, assign a point person
Track attendance in real-time. This matters for food ordering adjustments and safety.
Online "check-in"
Post a welcome message in Slack with all key links (BuilderBase, video call, schedule, challenges). Encourage everyone to introduce themselves in #general. Monitor for access issues.
During the event
The organiser's hourly rhythm
Every 1–2 hours, do a sweep:
Walk the room (on-site) or scan all channels (online). Is every team working? Is anyone isolated, confused, or stuck?
Check in with mentors. Are they being utilized? Do they need breaks, food, information?
Check the tech. Wifi still working? Platform still up? Submissions portal functional?
Check the food area. Coffee still flowing? Snacks stocked? Tables clean?
Check on your team. Are volunteers okay? Does anyone need a break? Are organisers eating?
Things that will go wrong (and what to do)
Wifi goes down. This is the most common crisis. Know who to call (venue IT contact). Deploy mobile hotspots for critical needs (BuilderBase access, submissions). Reduce network load by asking participants to limit streaming/downloads.
Power trips a circuit. Know where the circuit breaker is. Redistribute devices across multiple circuits. Use surge-protected power strips.
The projector stops working. Have a backup plan — a large monitor, a spare laptop with slides, or printed materials. Test backups during setup.
Food arrives late or wrong. Have the caterer's phone number handy. Keep snacks available as a buffer. Communicate the delay honestly to participants — transparency beats silence.
Someone is isolated. Walk up, ask how they're doing, offer to connect them with a team or mentor. For online events, DM them. Proactive outreach to quiet participants is one of the most important things you can do.
Code of Conduct issue. Follow your pre-established response protocol. Handle it swiftly, privately, and compassionately. Document the incident.
A team's project isn't working and they're panicking. Connect them with a mentor. Remind them the 25% rule is real — scoping down is not failure. Help them identify one thing they can demo.
Participant welfare
This is easy to overlook when you're managing logistics, but it matters enormously:
Check that people are taking breaks. Especially during 24hr+ events. Walk around and gently suggest stepping away from the screen.
Ensure nobody is isolated. A participant sitting alone for hours is having a bad experience. Connect them with a team or mentor.
Watch for exhaustion. For overnight events, discourage unhealthy all-nighters. Set up a rest area.
Feed your volunteers and yourself. Organisers burn out too. Schedule your own breaks.
Documentation
Assign someone to capture the event:
Photos of teams working (candids, not posed)
The opening and closing ceremonies
Food and social moments
Winner announcements and celebrations
Get verbal consent before close-up or identifiable photos
Avoid photographing screens with sensitive information
These photos become your most valuable marketing asset for the next event.
The countdown to submissions
The final hours have their own rhythm. Use the countdown announcements from Chapter 13:
3 hours before: "Start wrapping up new features. Focus on what you can finish and demo."
1 hour before: "Finalize your submission. Test your demo. Make sure everything works."
30 minutes before: "Submit now. Don't wait until the last second."
10 minutes before: "Last call! Final submissions only."
Deadline: "Submissions are closed! Incredible work, everyone."
After submissions close, give participants a 15–30 minute break before demos begin. They need to decompress, stretch, and mentally shift from building mode to presenting mode.
Post-event: teardown
On-site teardown
Once participants have left:
Collect lost and found items (hold for 30 days)
Pack up all equipment and supplies
Remove all signage and tape (especially from walls and floors)
Clear all food, trash, and recycling
Wipe down tables
Return furniture to its original configuration
Walk through the entire venue — check for anything forgotten
Turn off lights, adjust thermostat to original settings
Lock up and return keys
Take photos of the venue in its final state (protects you from damage claims)
Thank your teardown volunteers!
Quick team debrief
Before everyone leaves, do a 10-minute debrief with your organising team:
What went well? (Write it down — you'll forget)
What went wrong? (Write it down — you'll forget)
Any urgent follow-ups needed?
Schedule a full retrospective for within one week (Chapter 18).
Key takeaways:
Arrive 2–3 hours early for on-site setup; 30–60 minutes for online
Do an organiser sweep every 1–2 hours: teams, mentors, tech, food, your own team
Wifi, power, food delays, and isolated participants are the most common issues — have plans for each
Protect participant welfare: breaks, rest, connection, nutrition
Run the submission countdown sequence to create structure in the final hours
Document everything with photos — it's your best marketing for next time
Quick debrief before teardown, full retrospective within one week