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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On this page
  • Brief Volunteers
  • Event Start:
  • Opening ceremony
  • During Hacking
  • Hacking Deadline

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  1. General Information

Hackathon Scheduling

Some key points at different points of your event

Brief Volunteers

Make your volunteers responsible for specific tasks. They should be working on something relevant at any given time during their shifts.

Event Start:

  • Serve breakfast

  • Welcome and brief sponsors

  • Welcome and check-in attendees

  • Check ID, collect liability waivers and minor forms

  • Give out promotional materials (swag or credits)

  • Give attendees wrist bands or name tags

Opening ceremony

Note about speakers: Your attendee’s time is valuable. Many sponsors are going to ask for speaking spots… optimize for interesting speakers rather than lucrative speakers. Invite-only API demos (developer evangelists) are another good option.

  • Round up people to attend presentation

  • Welcome address

    • Announcements

    • Keynote speaker

    • MLH talks

During Hacking

  • Collect garbage

  • Tech talk facilitator: rounding people up to listen and handling speakers (tech talks usually sponsors).

  • One volunteer should be in charge of each special area or activity at the hackathon: for example, the hardware room, photo booth, etc.

  • Checking in on hackers: feeding them snacks, making sure their power and WIFI are working, etc.

Hacking Deadline

  • Get teams to submit what they’ve been working on to Devpost(or whatever you are using for project submissions). It’s important that every team member is registered on the platform and added to the hackathon project.

  • MLH Tip: Announce a deadline that is an hour before your real deadline

  • Have an organizer ask each team if they submitted their idea.

  • If you have science-fair style judging, have hackers go eat lunch in a separate room while you reconfigure the hacking area for demos

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Last updated 1 year ago

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