Hardware Hackathon Organizing Timeline

In addition to the timeline in our organizer guide, here are a few extra tips when organizing a hardware hackathon:

8–12 Months Out

• Define a core theme

• Reserve a large venue with ample power outlets, located near an accessible makerspace, lab, or machine shop

• If the event has happened, collect hacker feedback on the components provided

4–6 Months Out

• Draft a comprehensive component list (technical and craft supplies) particularly known “good” or “easy to plug and play” hardware components, use hacker feedback from earlier

• Estimate quantities based on expected number of teams.

• Reserve access to specialized workshop areas

3–4 Months Out

• Order components and resources in bulk

• Design a component testing plan for new and existing hardware inventory to ensure components work and work well/easily together

• Test component(s) in existing hardware inventory to confirm functionality

2–3 Months Out

• Recruit mentors, volunteers, and judges from relevant technical and design fields. Aim for diversity

• Plan the layout for the hardware lab checkout area and stations

• Begin component testing as they arrive

• Find and/or write additional documentation for newer hardware enthusiasts on the components in the lab

• Plan workshops around registration questions asking for topics participants want to learn about

1 Month Out

• Finish testing all components

• Finalize hardware lab assembly and the component checkout process

• Test all power outlets and network connectivity in the venue space

• Confirm material stock (e.g., 3D printer filament) in the makerspace

1–2 Weeks Out

• Send out volunteer and judge acceptances

• Conduct training sessions

Week of the Event

• Send out asynchronous resources to participants

• Remind participants to download drivers/OS and to Bring Your Own Electronics/Hardware (BYOE/H)

During the Event

• Remind hackers to keep spaces clean

• Track broken components to inform the next restock

After the Event

• Run end-of-event component and tool checklist for restock and budget planning