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
  2. Event Logistics

Prepare Your Emergency Plan

You should be hoping for the best but planning for the worst. Spend some time coming up with emergency/nightmare scenarios and build up a document with contingency plans. This document should also include emergency contact numbers and other vital information. Some examples of these scenarios include:

  • A fire starts in your venue.

  • Too much power gets used and a fuse in the building gets tripped.

  • A hacker has a medical emergency.

  • Someone is caught trying to steal something expensive like networking equipment.

The list goes on, and you should have instructions on how each one should be handled. Make sure all volunteers have access to the document and having a physical copy of it on-site can be helpful.

In terms of emergency contacts, you should include campus security, the local non-emergency police number (not 911) for situations that are not time-critical, and all of your main organizers, along with the times they will be available on-site.

You should also notify local emergency services that you will be hosting a large event with a lot of students, not from your school. They should have some protocol for large events and will ideally have a person on-site or on-call through the duration of the event.

It is impossible to prepare for every possible scenario, so if something unexpected happens, remember to stay calm, try to isolate the issue, and resolve it with a level head. Make sure at least one member of your organizing team is awake and alert at all times.

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Last updated 1 year ago

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