Fall 2027

Organizer Toolkit

Practical guidance to plan, promote, and deliver a local Open Source Week event.

FROM IDEA TO EVENT DAY

A clear foundation for running a welcoming, useful event.

This toolkit is designed for Linux user groups, schools, libraries, businesses, colleges, universities, and community organizations. Adapt it to your local reality while keeping the national spirit of Open Source Week.

Plan Promote Volunteers Speakers
01

Planning Guide

Start small, define your audience, and build around one clear objective. A strong event can be a demo night, hands-on workshop, library day, community meetup, or mini-conference.

Choose the formatAudience, duration, capacity, and technical level.
Secure the venueAccessibility, Internet, power, and safety.
Build the programAllow for breaks, transitions, demos, and questions.
Prepare event dayCheck-in, signage, roles, contacts, and backup plans.
Tip: a focused, well-run event is better than an overloaded program.
02

Promotion Toolkit

Begin promotion early and tailor your message to the local audience. Focus on what attendees will learn, try, or connect with—not only on the word “Linux.”

Social mediaLaunch post, reminders, speaker highlights, and countdowns.
Local outreachLibraries, schools, campuses, businesses, and tech groups.
Local mediaPrepare a short summary, spokesperson, and key facts.
Consistent brandingUse only official campaign resources.
Open Download Centre
03

Volunteer Coordination

Give every volunteer a clear role, a point of contact, and a realistic schedule. A short orientation before doors open prevents many event-day problems.

Welcome deskRegistration, directions, and first questions.
Technical supportProjectors, audio, networking, and demos.
Room supportTiming, flow, questions, and speaker needs.
CommunicationsApproved photos, updates, and community content.
Schedule breaks and avoid assigning one person to the same station all day.
04

Speaker Support

Choose topics that deliver practical value to the audience. Encourage demonstrations, hands-on experience, and accessible explanations rather than purely promotional presentations.

Set the levelBeginner, intermediate, or advanced—state it clearly.
Plan for accessibilityReadable text, strong contrast, clear language, and manageable pacing.
Test the technologyAdapters, video, audio, demos, and an offline backup.
Leave timeReserve time for questions and discussion.
Contact the Open Source Week team
READY TO START?

Make your event part of Open Source Week 2027.

Our team can help you choose the right format and connect your local event to the national campaign.

Talk to our team Downloads