Organiser's Manual

A practical handbook containing everything local teams need to plan, fund, and deliver a safe, inclusive, and high-impact Python Weekend workshop in their city.

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About Organising an Official Workshop

Python Weekend workshops are entirely volunteer-driven. We provide you with the curriculum, attendee registration portal, branding guidelines, coaching frameworks, and sponsor pitch packages. You bring local passion, leadership, and care for your community.

Workshops are strictly free for all selected participants. Organisers may never charge attendance fees or profit from Python Weekend events.

STAGE 1

Team Formation & Application

Organising a workshop is a team endeavor. We recommend assembling a core group of 2 to 4 organisers who can share responsibilities:

Lead Organiser: Oversees timeline, liaison with the global Python Weekend team, and overall event delivery.
Mentor Coordinator: Manages outreach to local developers, mentor vetting, and training prior to event day.
Logistics & Venue Lead: Handles space booking, power strips, internet stability, catering, and accessibility needs.
Community & Communications Lead: Manages attendee email updates, local social media, photography, and Code of Conduct enforcement.

💡 Pro-tip: Once your core team is assembled, submit an official application via our organiser portal so we can verify dates and create your dedicated city page.

STAGE 2

Venue Selection & Technical Preparation

Your venue defines the participant comfort. Look for universities, co-working spaces, tech hubs, or community centers that support inclusive education:

🔌 Power & Extension Cords Ensure at least one socket per participant. Laptops will be coding for 7+ hours.

📶 High-Bandwidth Wi-Fi Wi-Fi must handle 40–60 devices concurrently downloading Python packages.

♿ Accessibility & Safety Step-free access, clean restrooms, well-ventilated rooms, and secure premises.

STAGE 3

Budgeting & Local Sponsorship

Workshops require funding for catering (lunch, coffee, water), stickers/swag, and venue fees (if not sponsored in-kind). Use our official Sponsor Pack to approach local tech companies.

Offer logos on local workshop badges, banners, and opening slides.
Never share attendee personal contact details with sponsors under any circumstances.
Ensure financial transparency by keeping itemized receipts for every expenditure.

STAGE 4

Participant Selection & Mentor Matching

We typically receive 3x to 5x more applications than available seats. Review applications anonymously based on motivation, curiosity, and priority for underrepresented groups in technology.

Maintain a 1:3 or 1:4 mentor-to-attendee ratio. Small pods allow learners to ask questions freely without embarrassment.

STAGE 5

Workshop Day & Schedule

A recommended 2-day format that balances technical depth with rest and celebration:

Friday Evening (2 hours): Installation Party

Meet coaches, install Python & VS Code, verify dependencies, and eliminate setup frustration before Saturday begins.

Saturday (Full Day): Build & Deploy

Welcome talk & Code of Conduct, hands-on coding in pods, group lunch, AI project integration, and final project demo showcase.

Ready to Bring Python Weekend to Your Community?

Submit your organiser application today. Our team will review your proposal, schedule an onboarding chat, and set up your event workspace.

Apply to Organise a Workshop »