A Glimpse into AWS Student Community Day 2024 – Planning, Execution, and Success

Behind the Scenes: Organizing AWS Student Community Day 2024

On 5th October 2024, the much-anticipated AWS Student Community Day took place at Zetech University, bringing together over 300 students, professionals, and AWS enthusiasts for a day of learning, networking, and sharing insights. As one of the Cloud Captains, along with Colince Temoi, I had the privilege of co-organizing this event, overseeing every step of the planning process to ensure its success. Here's a look behind the scenes at what went into making AWS Student Community Day 2024 an unforgettable experience.

Building a Strong Organizing Committee

One of the first steps in planning the event was forming a diverse organizing committee. I recruited 18 dedicated student leaders from different universities, each taking charge of a specific aspect of the event. We had teams for speaker coordination, website and poster design, sponsor outreach, and logistics management. This structure allowed us to tackle different tasks simultaneously and effectively.

Weekly meetings were held every Tuesday to keep the planning process on track. These sessions were crucial for ensuring that each team was aligned with our overall goals, from securing venues to confirming speakers. The committee’s enthusiasm and hard work were instrumental in bringing this event to life.

Securing Sponsors and Making the Event Happen

One of the critical responsibilities I handled was engaging potential sponsors. Every week, I attended sponsor meetings, pitching the value of AWS Student Community Day and how their support would contribute to the event's success. We were fortunate to secure sponsorships from Sika (a construction firm), Next Step Foundation, Zetech University, and Redbull. Their support was invaluable in covering event costs and enhancing the overall experience for attendees.

At the same time, we ramped up our marketing efforts. I played an active role in content creation, ensuring we reached the right audience through well-crafted posters, social media posts, and promotional campaigns. This approach paid off, as we sold out tickets several days before the event!

Navigating Venue and Logistics Challenges

One of the more challenging aspects of organizing AWS Student Community Day was managing the venue. We initially faced a last-minute venue change, which required quick decision-making and flexibility. After conducting multiple visits and evaluating the options, we ultimately chose Zetech University as our final venue. It had the perfect facilities, including a main hall with a capacity of 250 people and additional breakout rooms for our workshops and sessions.

Another challenge came with vendor payments. Due to miscommunication from the AWS finance team, vendor payments were delayed, leading to some last-minute renegotiations. While this was a stressful situation, it taught me valuable lessons about patience and communication. By working closely with vendors, we were able to resolve the issue and move forward without major disruptions.

Coordinating International Speakers

One of the highlights of the event was the participation of international speakers from AWS. I was responsible for ensuring their smooth arrival and participation, managing travel logistics, accommodation, and schedules. Seeing them share their insights with an eager audience was a rewarding experience, knowing the effort that went into making it happen.

Challenges and Lessons Learned

Every major event comes with its own set of challenges, and AWS Student Community Day 2024 was no exception. In addition to venue and vendor issues, we also faced the delicate task of navigating brand competitors among our speakers. While challenging, it was an opportunity to focus on the value each speaker brought, regardless of company affiliations.

Through these challenges, I learned some invaluable lessons:

Always Have a Backup Plan: You never know when something will go wrong, so being prepared with alternatives is crucial.
Empower Your Team: Trusting my team to make decisions and handle their responsibilities was essential in managing such a large event.
Trust the Process: Even when things got tough, staying focused on the end goal helped us push through.
Have a Support System: Relying on my co-captains and committee members kept me grounded and ensured key tasks were distributed.
Delegate Where Necessary: Trying to do everything myself would have been impossible. Learning to delegate effectively was key to the event’s success.

The Big Day and Final Thoughts

When the big day arrived, all our hard work paid off. AWS Student Community Day 2024 was a huge success. The energy in the room was electric, with students eagerly engaging with speakers and participating in workshops. The event provided a fantastic platform for students to connect with professionals and learn about the latest trends in cloud technology.

For me, this experience was not just about organizing an event—it was a journey of learning, growth, and collaboration. It reinforced the importance of teamwork, communication, and adaptability. As I reflect on the success of AWS Student Community Day 2024, I am incredibly proud of what we accomplished and grateful for the opportunity to have been part of such a transformative event.

Event Day Highlights

Zetech University Venue Sponsor (Mangu Campus)

Linet on the decks

Mangu High school in attendance

Core Organizing team

Extended Organizing Committee

Keynote speakers

Zetech Sponsors

Our well able MCs

Thank you for reading about our journey to organize AWS Student Community Day 2024. Stay tuned for more community-driven tech events coming your way!

Written by:
Linet Kendi
Cloud Captain, AWS Student Community Day 2024