Logistics | Notion

Budget Table

Category	Estimated Cost (INR)	Notes
Venue Rental	150000	2-day event, including setup/teardown
Catering	100000	Meals, snacks, beverages for 200 participants/staff
Prizes	75000	Cash prizes, merchandise, tech gadgets
Marketing & PR	50000	Digital ads, print materials, social media boosts
Staffing & Volunteers	60000	Event management, technical support, security
Hardware & AV Rental	80000	Projectors, screens, sound system, power backup
Internet & Network	40000	High-speed dedicated internet connection
Merchandise & Swag	45000	T-shirts, stickers, notebooks
Miscellaneous	30000	Contingency, unforeseen expenses
Total	630000	~7500 USD

Hardware Checklist

[ ] High-speed Wi-Fi routers (redundant setup)
[ ] Ethernet cables and switches for wired connections
[ ] Power strips and extension cords (ample supply)
[ ] Projectors and large screens for presentations and announcements
[ ] Sound system with microphones for speakers and announcements
[ ] LED monitors for judges' station and demo areas
[ ] Basic toolkits (screwdrivers, pliers, multi-meter)
[ ] First-aid kits and emergency contact information
[ ] Backup power solutions (UPS for critical systems)
[ ] Charging stations for mobile devices

Venue Setup

The venue will be divided into several key zones. The main hacking area will feature rows of tables with ample power outlets and network access, arranged to encourage team collaboration while allowing for individual focus. A central stage area will be set up with a large projector and sound system for opening ceremonies, keynotes, and final presentations. Dedicated mentor stations will be placed strategically throughout the hacking area for easy access. A separate quiet zone will be provided for participants needing a break or focused work. Catering will be served in an adjacent designated food zone to minimize disruption. Registration and information desks will be located at the entrance. Clear signage will guide participants to all zones, and emergency exits will be prominently marked.