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

Set Up Your Event

Before the day arrives it is important to have the setup ready and good to be used by the hackers.

Things to Print Before

  • Signage -some pointing left, right, or blank so you can fill in the arrow as you place them

    • Checkin (include some pointing up to put on glass doors or in an elevator)

    • Bathrooms

    • Hacker Space

    • Food/Snacks

    • Mentors

    • Organizers Only

    • Do Not Enter

    • Workshops

  • Lanyards- having different colors or designs helps differentiate hackers from staff

    • Organizers

    • Volunteers

    • Mentors

    • Judges

    • Sponsors

    • Hackers

    • Blank(if the above run out for some reason have 10-15 blank)

  • Parking Passes(if needed)

  • Minor Forms(if needed)

  • Table Numbers (for Judging) - better to over than under print these

Before the Event

Here are common supplies you should have for your hackathon

  • First Aid Kit

  • Permanent Markers

  • Paper

    • Last minute signage

    • Give out wifi

    • Parking passes

    • Link to Discord

  • Box Cutters / Scissors

    • To open all your/your sponsors swag

  • Painters Tape

    • Do not use Scotch tape on paint. It will rip away the paint and make your venue mad. It also is not likely to last the full event

  • Gaffer's Tape

    • Secure electrical cords if they absolutely have to be across walkways

  • Duct Tape

    • Jack of all trades tape. DO NOT USE ON PAINT

It's important to check that the various tools you're using for your event are ready to go day-of. A dry run of the whole event largely can also help your team be prepared to handle everything and let you know about any bottleneck that might create problems later on.

Day-Of

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Last updated 1 year ago

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