Preparing for a Hackathon

~ 4 months before the event
- Plan the resources needed. Appoint an event lead and event team.
- Decide with the management on the scope, scale, budget, and goals of the hackathon
~ 3 months before
- Craft the Problem Statement(s)
- Plan the key events
- Launch placeholder website
  - Start contacting potential participants, judges, sponsors.
~2 months before
- Confirm and update the placeholder website for key logistics (venues, dates, prizes)
- Open registration for participants
- Confirm judges and brief them
~1 week before
- Contact / Remind all registered participants to join the communication platform
- Do a run-through of the key events with the planning team
Opening Ceremony
- Check in participants, settle logistics and technical issues, and then let the games begin!

In order to successfully run a hackathon, it is important to identify and book time for key roles in the project team. These roles include:

Event lead to lead the Event team in meeting the organisation’s objectives. The Event Lead also updates project sponsors and stakeholders on the project’s progress and milestones.
- Event team members to participate fully in project work coordinated by the Event Lead.
Judges to evaluate the projects and determine who to award the prizes to.
Chief facilitator to run the entire hackathon, brief/energize the participants, address questions on the problem statement, and more.
- Facilitators to go around the room to help address questions, guide teams on methodology (e.g. for ideation/prototyping), and deal with any arguments that might arise between participants.
Mentors to provide guidance, feedback, and support to the project teams.
Optional: Event sponsor(s) to provide funding/manpower/resources/branding. Sponsors may also offer subject-matter expertise.

Publicity: You may need to cater resources to publicise your hackathon, through social media, direct mailers, or a website.
Venue: You may need to rent a venue for the in-person events