Volunteering Basics and Best Practices

Who we are

DEVCON is a registered non-profit dedicated to empowering IT students and professionals nationwide. For 17 years, we’ve fostered growth and collaboration through 13 locations and inclusive programs. Our vision is a technology-empowered Philippines for all.

What to expect

Volunteering with DEVCON is dynamic: a fun, passionate team, hands-on tasks, problem-solving, and a lot of networking with speakers, sponsors, and attendees.

What to bring

• A positive attitude and a willingness to learn. This matters most.
• A notebook and pen for instructions and observations.
• A charged phone and power bank for team communication.
• A reusable water bottle. Stay hydrated.
• Comfortable shoes. You’ll be on your feet.
• Extra snacks, just in case.

Before the event

1. Know your role. Your event lead assigns you to Logistics, Meals, Marketing and Creatives, Program, or Documentation. Ask senior volunteers if anything is unclear.
2. Attend the volunteer briefing. Meet your team, learn the event flow, and clarify tasks.
3. Study the event plan. Know the program, checklist, and floor plan.
4. Plan for risks. Projector fails? Long registration line? Always have a contingency.
5. Align with leaders on sponsor and partner commitments. For sponsored events, follow the BIR invoice guideline for tax compliance.

On the day

Arrive early. Show up at your call time, ideally 2–4 hours before the event for ingress and contingency.

Pre-event setup

• Eat before heading to the venue
• Banners and signage correctly set up
• Projector adapter tested
• Wi-Fi password tested for speakers and volunteers
• Volunteer group chat active

Program and content

• Speaker slides pre-loaded with the right access
• Digital copies of the registration list and speaker bios
• Reminders, location, and instructions sent to speakers
• Speakers on time and coordinated, with tokens and water ready
• Hosts briefed on the full program flow
• Looping video or background music playing during registration
• Content team ready for teasers, “happening now” posts, group photos, and thank-yous

Contingency and raffle

• Plan B ready for technical glitches
• Key risks and mitigations understood
• Raffle system (like Wheel of Names) set up

At the registration desk and on the floor

• Registration: be welcoming, check names, hand out kits, and stay calm through the first-hour rush.
• Greeters and ushers: guide attendees to sessions, restrooms, and food.
• Session facilitators: help speakers, manage mics for Q&A, and assist hands-on activities.
• Team communication: report issues in the group chat right away.

After the event

1. Tidy up. Pack materials, remove signage, and leave the venue as you found it.
2. Debrief. Share what went well and what to improve.
3. Reflect. Note what you learned and what you’d do differently.
4. Stay connected. Many lasting friendships and careers started at DEVCON events.

Best practices from our 13 locations

• Underpromise, overdeliver. Set realistic expectations, then exceed them.
• Take initiative. See something that needs doing? Ask your lead if you can help.
• Be a problem-solver. Stay calm and communicate solutions.
• Be the face of DEVCON. Approachable, helpful, professional.
• Remember the human connection. Make every attendee feel welcome.
• Prepare for anything. Extra power bank, pen, and a small bag.
• Network well: connect on LinkedIn, listen more than you talk, have your elevator pitch ready, and invite more volunteers.

Event rescheduling and weather protocol

Safety comes first, especially during the rainy season. We decide on cancellations at least 1–2 days before the event.

1. Monitor conditions: leads and logistics track storm signals, rainfall advisories, and flooding on travel routes.
2. Consult stakeholders: chapter officers, department heads, venue partners, and traveling speakers.
3. Make the call on safety: a collective decision, then an official announcement on all channels.
4. Communicate directly: the program team informs speakers and hosts; logistics coordinates with venues and sponsors.

Options, from lightest to heaviest: adjust the program, go hybrid, reschedule, or cancel.