Event Framework & Runbook

11.1 Event Taxonomy#

The AI Fellowship runs a range of event types. Understanding the taxonomy matters because each type has different requirements, audiences, and outcomes.

11.2 Pre-Event Checklist#

Use this checklist for every event regardless of type. Adapt scope to the scale of the event - a study group needs a 1-day prep runway; a hackathon needs 6-8 weeks.

6-8 Weeks Before (Hackathons) / 2-3 Weeks Before (All Others)#

• [ ] Event concept confirmed: type, topic, target audience, goal
• [ ] Date and time confirmed (cross-check against other chapter events and major AI conferences)
• [ ] Venue secured (in-person) OR virtual platform confirmed (Zoom, Gather, Discord)
• [ ] Event listing created: Eventbrite, Luma, or equivalent
• [ ] Registration link active and shared in #[city]-events and #events-global
• [ ] Speakers/facilitators/judges confirmed (with written confirmation)
• [ ] Sponsorship needs assessed (venue costs, food, prizes) - if sponsors needed, outreach begins now
• [ ] Event poster/graphic created using Fellowship brand assets
• [ ] Co-facilitators or volunteers recruited (minimum 2 people for events with 30+ attendees)

1-2 Weeks Before#

• [ ] Registration numbers checked - is promotion needed?
• [ ] Venue logistics confirmed: A/V, WiFi, seating, accessibility
• [ ] Code of Conduct briefed to all organizers and volunteers
• [ ] Consent forms prepared: Photography/Social Media Consent (see §11.7); Minor Safeguarding Consent (if minors attending - see §11.6)
• [ ] Minor Safeguarding: confirm attendance of any under-18 participants; review supervision ratios
• [ ] Emergency contacts collected from venue; nearest hospital/emergency service noted
• [ ] Reminder emails/Slack messages sent to registrants (1 week out + 24 hours out)
• [ ] Event report template prepared and ready to fill in
• [ ] Social media post drafted for event day

Day Before#

• [ ] Final headcount confirmed
• [ ] Materials printed (consent forms, name badges, agendas)
• [ ] Volunteer briefing completed
• [ ] Tech tested (for virtual: Zoom/platform tested; for in-person: projector, sound, WiFi)
• [ ] Supplies confirmed: markers, sticky notes, extension cables - whatever the event needs

11.3 Event Day Checklist#

Opening (first 15-30 minutes)#

• [ ] Registration table / check-in active 30 minutes before start
• [ ] Consent forms collected at check-in
• [ ] Minor supervision confirmed at check-in (any under-18 attendees identified and assigned a supervising adult)
• [ ] Welcome address delivered by Director or designated host
• [ ] Code of Conduct read or summarized aloud (2 minutes - mandatory)
• [ ] Housekeeping: bathrooms, emergency exits, WiFi password, schedule overview
• [ ] Photography consent reiterated verbally: “We’ll be taking photos today. If you’d prefer not to be photographed, please let us know and we’ll make sure to respect that.”
• [ ] Introductions / icebreaker (optional but recommended for events under 50 people)

During the Event#

• [ ] Volunteers monitoring for comfort and safety (especially for multi-day events)
• [ ] Any conduct issues handled immediately and privately by the Director (Code of Conduct protocol)
• [ ] Photos being taken by designated photographer (with consent)
• [ ] Key moments noted for event report
• [ ] Energy check: is the event running on schedule? Adjust if needed.

Closing (final 15-30 minutes)#

• [ ] Summary of what was built/discussed/learned
• [ ] Shoutouts to standout contributions
• [ ] Next steps communicated: where to share what was built, how to stay in touch, next event
• [ ] Feedback form shared (QR code or link)
• [ ] Community call-to-action: invite attendees to join the chapter Slack / follow on social
• [ ] Thank speakers, sponsors, volunteers publicly

11.4 Post-Event Checklist#

Within 48 Hours#

• [ ] Event report completed and submitted to Central (see template §11.5)
• [ ] Photos organized and uploaded to central media library
• [ ] Social media post published (event recap, photos of attendees who consented)
• [ ] Individual thank-you messages sent to speakers, judges, and key volunteers
• [ ] Feedback survey data collected and reviewed

Within 1 Week#

• [ ] Notable projects or participants submitted for #projects-showcase or social spotlight
• [ ] Any conduct issues documented (even if resolved) and submitted to Central
• [ ] Learnings documented in chapter Notion for future events
• [ ] Sponsor thank-you and impact report sent (if applicable)
• [ ] New member leads from the event added to chapter intake pipeline

11.5 Event Reporting Template#

THE AI FELLOWSHIP - EVENT REPORT

Chapter: [City] Director: [Name] Event Name: [Name] Event Type: [Hackathon / Workshop / Meetup / Demo Night / Study Group / Qualifier / Other] Date(s): [Date or date range] Format: [In-person / Virtual / Hybrid] Venue / Platform: [Location or link] Submitted: [Date]

--- ATTENDANCE ---
Registered:
Attended:
First-time attendees:
Under-18 attendees: (number; confirm consent forms collected)

--- EVENT SUMMARY ---
What was the event about? (2-4 sentences):

How did it go? (2-4 sentences - what worked, what didn't):

--- OUTCOMES ---
Projects built / presented (hackathons, demo nights):

- [Project name]: [brief description], [team/presenter]

Key learning or insight from the event:

Notable participant or moment worth featuring:

--- ENGAGEMENT ---
Feedback survey response count:
Average satisfaction rating (if collected): /5 or /10
Top piece of feedback:

--- SOCIAL PROOF ---
Photos taken: Yes / No
Photos uploaded to media library: Yes / No
Social post published: Yes / No | Link:

--- CONDUCT ---
Any Code of Conduct issues: Yes / No
If yes - describe situation and action taken:

--- RESOURCES ---
Costs incurred: [Itemize if relevant: venue, food, materials, prizes]
Sponsorship/funding received:

--- FOLLOW-UP NEEDED FROM CENTRAL ---
(List any items that need Central attention)

--- NOTES ---
(Anything else worth capturing)

11.6 Hackathon-Specific: Judging, Teams, and Submissions#

Team Formation Rules#

• Minimum team size: 2 (solo entries allowed only if explicitly stated for a specific event)
• Maximum team size: 5 (default; can be adjusted per event)
• Team formation window: communicated in advance (typically 2-4 weeks before the event, or on Day 1 for shorter hackathons)
• Cross-chapter teams: encouraged, especially for AI World Cup qualifiers
• Each person may only be on one team

Suggested Judging Criteria#

Chapters may adjust weights (within reason) for local context. AI World Cup qualifiers use a standardized rubric defined by Central (see Document 12).

Submission Format (Standard)#

Teams submit via a designated form before the submission deadline. Required fields:

• Project name
• Team members (names + email addresses)
• GitHub / code repository link (required for technical projects)
• Demo video (2-5 minutes, Unlisted YouTube or Loom)
• Project description (max 300 words)
• What problem does it solve? (max 100 words)
• What AI tools/models were used? (required disclosure)
• What would you build next? (optional; judges love this)

Judges evaluate submissions independently before the presentation round. Final scores combine written submission + live presentation.

11.7 Minor Safeguarding Protocol#

11.8 Virtual Event Guidelines#

Virtual events require their own checklist:

Platform preparation:#

• [ ] Platform confirmed (Zoom recommended; Hopin or Gather for community-style events)
• [ ] Meeting link created and tested 24 hours before
• [ ] Waiting room or registration-gated entry enabled
• [ ] Co-hosts assigned (at least 2 admins for events with 30+ attendees)
• [ ] Screen share settings configured (who can share)
• [ ] Recording decision made and communicated to attendees in advance (“This session will/will not be recorded.”)

Consent:#

• If recording, verbal and text-chat consent must be obtained at the start: “This session is being recorded. By staying in the call, you consent to being recorded. If you’d prefer not to be recorded, please turn off your camera.”

Engagement:#

• Use polls, breakout rooms, and the chat actively - virtual events lose people without interactivity
• Designate a “host” and a separate “technical support” person
• Plan for a hard end time; optionally offer an informal networking breakout after the official close

Conduct:#

• Mute all on entry for large sessions
• Designate a moderator for the chat
• Have a clear process for removing disruptive participants (pre-briefed co-host handles this)

11.9 Photography & Social Proof Consent Workflow#

THE AI FELLOWSHIP - PHOTOGRAPHY & MEDIA CONSENT FORM

Event: [Event Name] Date: [Date] Location: [City / Platform]

I, [Full Name], consent to The AI Fellowship photographing and/or recording me at this event, and to these materials being used for:

[ ] The AI Fellowship's social media channels (LinkedIn, Instagram, Twitter/X)
[ ] The AI Fellowship's website (theaifellowship.com)
[ ] The AI Fellowship's internal communications (newsletters, reports)
[ ] Press and media (external publications, interviews)

I understand that:

- I can withdraw consent at any time by contacting the Chapter Director.
- Images will not be sold to third parties.
- My name will not be attached to photos without my explicit permission.

Signature: _________________________ Date: ___________

Print Name: _________________________

--- FOR MINORS ONLY ---

I, [Parent/Guardian Full Name], am the parent or legal guardian of [Minor's Full Name], aged [age]. I give the above consents on their behalf.

Parent/Guardian Signature: _________________________ Date: ___________

Parent/Guardian Contact (active on event day): _________________________