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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  • MLH Tips
  • Resources

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  1. General Information
  2. Hackathon Scheduling

Run-Through with the Team

PreviousDetailed Run of ShowNextMLH Tips and Templates

Last updated 2 months ago

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Just like a play or a wedding, it’s important to rehearse your schedule once with all team members.

  • Create and distribute a with:

  • A timeline including the official hackathon schedule and a secondary staff schedule denoting what needs to happen behind the scenes — and when

  • Confirmed roles and report times for each team member. Sample responsibilities include:

    • Checking in guests

    • Greeting and directing attendees

    • Running social media

    • Setting out food

    • Managing transportation

    • Guiding and attending to sponsors and press

    • Running AV

    • Restocking supplies and picking up garbage

Any others?

  • Physically walk-through the run-of-show document in the event space.

MLH Tips

  • Keep in mind most organizers, especially team leaders, will be responsible for more than one thing

  • Hackathon schedules inevitably change. The social media point person should be in charge of communicating schedules updates via Twitter and updates to the Facebook invite as soon as they happen, as well as answering attendee questions in real time.

  • Assign at least one organizer to make sure the event is going well and put out fires as needed

Resources

  • If you have minors attending your event you must consult with your venue, school administrators, and/or a lawyer to make sure all necessary paperwork is taken care of

run-of-show document
Example Run of Show
Winning with Volunteers - Hackcon EU
Student Hack Volunteer Guide