Day-of, make a list of items that will need to be set up.
These will likely include the things below.
Set up tables and chairs
Make sure WiFi is working (or set it up)
Check power at every table (may need to lay cable)
Sponsor and swag area
Hardware room or table (MLH)
AV and tech
Relaxation area (if providing)
Help desk/info center
Have organizers handle the following tasks during the corresponding times:
Welcome and brief sponsors
Welcome and check-in attendees
Check ID, collect liability waivers and minor forms
GIve out promotional materials
Give attendees wrist bands or name tags
Make your volunteers responsible for specific tasks. They should be working on something relevant at any given time during their shifts.
Round up people to attend presentation
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.
Simultaneously (meals every six hours including snacks)
Set up first meal
Find your team/workshop mixer
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.
Get teams to submit what they’ve been working on to either HackerLeague or Challenge Post. 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