What is AWS Community Day?
AWS Community Day is a one-day, community-led conference organized by AWS communities such as AWS User Groups or AWS Cloud Clubs. It brings cloud practitioners, students, and enthusiasts together to learn, network, and share real-world AWS knowledge.
Community Days range from:
- Large, multi-country events (e.g., AWS Community Day DACH)
- To smaller, single-community events organized by one User Group or Cloud Club
This guide documents what it takes to plan, organize, and execute an AWS Community Day successfully, especially if you’re doing it for the first time.
Phase 1: Foundations (Before Anything Else)
1. Define Your Scope
Before tools, sponsors, or speakers, be clear on:
- Target audience: students, professionals, beginners, mixed?
- Event size goal: (e.g. 1000–1500 attendees)
- Event type: free or paid
- Location: city, campus, venue type
📌 Placeholder:
Expected attendees: ___
Target audience: ___
City/Campus: ___
2. Official AWS Alignment (Very Important)
AWS Community Day Page
Start here:
👉 https://aws.amazon.com/developer/community/community-day/
This page explains:
- What qualifies as an AWS Community Day
- Branding rules
- FAQs
- Organizer expectations
AWS Organizer Slack
Join the community-day-organizers Slack channel.
This is critical for:
- Avoiding date clashes in the same region
- Learning from other organizers
- Funding guidance
- Shared templates and experiences
Phase 2: Online Presence & Registration
3. Event Website
You will need a simple website containing:
- Event details
- Agenda
- Speakers
- Registration link
- Sponsors
Options:
- Build your own
- Use a template (e.g. Hugo-based AWS Community Day templates)
📌 Placeholder:
Website URL: ___
4. Registration
Common tools:
- Eventbrite
- Google Forms
- Konfhub
- Other ticketing platforms
Choose one that:
- Handles attendee limits
- Exports attendee data
- Supports QR codes (nice bonus)
📌 Placeholder:
Registration platform: ___
5. Call for Speakers (CfS)
You’ll need speakers early.
Tools:
- Sessionize
- Google Forms
Collect:
- Topic title
- Abstract
- Speaker bio
- Preferred time slot
- Session level (Beginner / Intermediate / Advanced)
📌 Placeholder:
CfS link: ___
Submission deadline: ___
Phase 3: AWS Support & Resources
6. AWS-Provided Materials
AWS provides downloadable assets that help a lot:
- Logos
- Fonts
- Slide templates
- Organizer resources
Look for:
- UG Toolkit / Community Toolkit
7. Funding (Yes, It’s Possible 💵)
AWS may provide financial or material support depending on:
- Event size
- Community maturity
- Region
Funding requests are usually discussed in:
- AWS organizer Slack
- Via AWS Community contacts
📌 Placeholder:
Funding requested? Yes / No
Amount / type: ___
Phase 4: Planning the Actual Event
8. Attendee Estimation (Be Realistic)
Estimating attendance is tricky.
Consider:
- Size of your community
- Average meetup attendance
- Travel distance
- Marketing reach
- Exam periods / holidays
Rule of thumb:
Expect less → Be pleasantly surprised later
Also expect last-minute registrations.
9. Venue Selection
Choose a venue that:
- Can scale up or down
- Supports multiple rooms
- Has reliable power & internet
Minimum rooms:
- Main session room(s)
- Speakers’ room
- Storage / quiet room
📌 Tip:
Sponsors/expo area should be where attendees naturally pass, not isolated.
10. Catering
Keep it simple:
- Snacks
- Lunch
- Drinks
Don’t forget:
- Speakers’ room refreshments
📌 Placeholder:
Catering plan: ___
11. Tracks & Agenda Design
Less is more.
Avoid:
- Too many parallel tracks
- Overlapping highly attractive sessions
Recommended format (per session):
- 30 min talk
- 15 min Q&A
- 15 min break / expo
Sample Agenda
08:00 – Registration
09:00 – Opening Remarks
09:15 – Keynote
10:00 – Break / Expo
10:30 – Session Slot 1
11:30 – Session Slot 2
12:30 – Lunch
13:30 – Session Slot 3
14:30 – Session Slot 4
15:30 – Break
16:00 – Final Session
16:30 – Closing
12. Speakers
Aim for balance:
- AWS employees
- Community speakers
- First-time speakers
- Local & external speakers
Always ask:
- Preferred speaking time
- Travel needs
- Slide sharing permission
13. Free vs Paid Event
Free Event
- Higher no-shows
- More inclusive
Paid Event
- Fewer no-shows
- More admin (tax, accounting)
Choose what fits your context.
Phase 5: Marketing & Sponsors
14. Marketing (Don’t Underestimate This)
Channels to use:
- WhatsApp groups
- Twitter/X
- Campus clubs
- Word of mouth
- Sponsors’ channels
Start early.
15. Sponsors
Sponsors fund your event.
Prepare:
- Clear sponsorship packages
- Benefits list (booth, logo, talk, etc.)
- Venue layout
- Simple agreement
Some sponsors may qualify for AWS MDF funding.
📌 Placeholder:
Sponsor tiers: ___
Confirmed sponsors: ___
Phase 6: Operations & Logistics
16. Organizing Team
Small teams can work:
- 2–5 core organizers
- Clear roles (logistics, speakers, sponsors, media)
17. Volunteers
Volunteers help with:
- Registration
- Directions
- Speaker support
Tip:
Ask sponsors if they can assign volunteers.
18. Badges, Lanyards & Printing
Decide:
- Pre-printed vs on-site printing
- Badge color coding (Organizers, Speakers, Sponsors, Attendees)
Reusable materials save money long-term.
Phase 7: Communication & Experience
19. Communication Channels
Recommended:
- Slack (organizers + speakers)
- WhatsApp (organizers + volunteers)
- WhatsApp (real-time event coordination)
20. Speaker Slides & Content
Attendees often ask for slides.
Before the event:
- Ask speakers if slides can be shared After the event:
- Upload to website or shared drive
21. Speaker Dinner (Highly Recommended)
If budget allows:
- Host a speaker dinner
- Builds relationships
- Improves speaker experience
Reality Check 😅
People will:
- Complain
- Ask last-minute questions
- Need help
This is normal. Expect it.
Final Thoughts
Organizing an AWS Community Day is:
- Hard work
- Time-consuming
- Extremely rewarding
From idea to execution, expect months of planning.
If you’re thinking about doing it:
Yes — do it.
The impact on your community is worth it.
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