Hackathon Organizer Guide
  • Introduction
  • overview
    • What is a Hackathon?
    • What is MLH?
    • MLH Hackcon
    • MLH Community Values
    • Event Types
      • Digital Events
        • Digital Mini Events
          • Marble Races
          • Pokemon Showdown
          • Wiki Races
          • Hacker Hangouts
        • Streamyard
  • General Information
    • Hackathon Timeline
    • Finding the Date and Purpose
    • Build Your Leadership Team
    • Locking Down a Venue
    • Hackathon Budgeting
      • Legal Considerations
    • Getting Sponsorship
      • Introduction to Fundraising
      • Understanding Your Sponsors
        • Evaluating In-kind Sponsorships
      • Potential Sponsor Perks
      • Sponsorship Prospectus
      • The 5-Step MLH Sponsorship Process
      • Cheat Sheet: Emailing Your Sponsors
    • Hackathon Website
      • Making an Accessible Design
      • Placeholder Website
      • Main Website
    • Marketing Your Event
      • Promoting Your Event
        • Marketing Email Template
      • Marketing Goals & Timelines
    • Managing Registrations
      • Registrations
      • Free Registration Tool - OrganizerHQ (OHQ)
      • Sending Reminders
        • Email Templates
      • Check-in Process
    • Event Logistics
      • Hackathon Communication Platform
      • Project Challenges
      • Ordering Swag and Prizes
      • Set Up Your Event
      • Working with Food Vendors
      • Hosting Hackers with Dietary Restrictions
      • Distributing Meals
      • Transportation/Travel Plans
      • Hardware
      • Prepare Your Emergency Plan
    • Judging and Submissions
      • Rules for Your Hackathon
      • Judging Plan
      • Cheating Check
      • Judges Communication and Recruiting
      • Hackathon Submission Portal
        • Using Devpost
        • Using Devfolio
        • Using DoraHacks
    • Hackathon Scheduling
      • Detailed Run of Show
      • Run-Through with the Team
      • MLH Tips and Templates
    • Mentorship
    • Day of Logistics and Hacker Experience
      • Help Desk Recommendations
      • Fun Mini Events
      • Workshops
      • Opening Ceremony
      • Closing Ceremony
    • After the Event
  • Organizer Resources
    • Template Links
    • Getting Support from Others
    • Leadership Resources
    • Marketing Resources
    • Registrations Resources
      • GDPR in Europe
    • Host Exciting Mini-Events
      • Cup Stacking
      • MLH Mini Events
        • WereWolf
        • Slideshow Karaoke
        • !Light
        • MS Paint Bob Ross
    • Keeping Records
    • Software for Hackathons
  • Contributors
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  1. General Information

Build Your Leadership Team

PreviousFinding the Date and PurposeNextLocking Down a Venue

Last updated 2 months ago

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Every first-rate hackathon has an exceptional leadership team behind it. When selecting yours, think like a startup CEO: choose enthusiastic and smart people with complementary skills. Think of your hackathon as your product and your team as the people putting it together. Here’s what a typical hackathon leadership team looks like:

  • Hackathon Lead Organizer: The person in charge of all the happenings in and around the hackathon. They look after the entire team making decisions on what will be the next best steps in a particular situation.

  • Logistics Team: This team is responsible for all logistics of the hackathon like booking the venue, developing and making the schedule, ordering swag, prizes, food and other essentials for the event etc.

  • Finance Team: This team is responsible for securing sponsorships, making sure the vendors get paid according to the agreed timelines and managing the cash flow and budget.

  • Marketing Team: This team is in charge of promoting the event, deciding the marketing strategy, developing the website, handling social media etc.

  • Operations Team: This team is responsible for the hacker experience at the hackathon. Every aspect of what the hackathon looks and feels like, this team is entirely responsible for that. Keep in mind, hacker experience is usually the thing that can make or break your hackathon. We might like to call this the think tank of your hackathon team.

Leading your team

It’s vital to get your team onto the same page for your hackathon so you’re all working as a collective team rather than individual teams with different goals. To get there focusing on these specific areas would be highly beneficial:

  • Project management: Ensure that all tasks are tracked for the entire team to see, we encourage you to

    • Avoid confusion and increase efficiency by making one person responsible for each team, managing the different day to day task/s within it.

    • Assign each team to lead different tasks on your project management tool (Trello, Notion, Asana etc.) with deadlines.

    • Follow up with each of the individual heads to get status updates on their tasks to keep them accountable.

  • Team management: As you all integrate new team members, there’s a bunch for them to learn about from team dynamics to how to do their role. To start off, try out the your team is considering having at the event, as team building activities to get the team more comfortable with each other.

  • Staying Organized: Working towards organizing any event becomes difficult if there's any communication gap in your team. There are tons of ways to keep your hackathon planning team organized and on track. If your team is working remotely, it's even more important to have a system in place. The actual tools you use don't matter as much as picking them and sticking to it. As hackathon organizers, it can be easy to over-engineer your planning process. Keep in mind that sometimes the simplest solutions are the easiest for the whole team to adopt and use.

    Some tools we've seen work well for organizing teams are:

    • Chat: Slack, Discord

    • Documents: Google Drive (G-Suite, if possible), Notion, Airtable

    • Task Management: Asana, Notion, Trello

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