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How to Organise an Amazing Hackathon

How to Organise an Amazing Hackathon

Hosting Hackathons is not an easy job. It requires a great deal of effort and attention to all small detailing.

If you have never hosted a hackathon and if you are looking to host an amazing hackathon this deck can be your best friend.

Deck used at: Virtual Asia Conference
Date: 3rd April 2021

Smile Gupta

April 04, 2021
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  1. Smi󰈗󰈩 󰉂󰉊󰈦ta Engineer, KonfHub Aspiring Fullstack Dev Core member of

    GirlScript Bangalore Open Source Creator Core Organiser - Autumn Hacks I @smileguptaaa
  2. Let’󰈻 󰉄󰈀l󰈔 Wha󰉃 󰈎󰈼 󰇽 Hac󰈔󰈀󰉄h󰈢󰈝 01 03 Sto󰈸󰈎󰇵󰈼 f󰈸o󰈛

    Aut󰉉󰈚󰈞 H󰇽c󰈔󰈼 02 Tip󰈻 󰉄󰈡 H󰈢s󰉃 a󰈞 Ama󰉛󰈎󰈞g H󰇽󰇹󰈕at󰈊󰈡󰈞 04 As󰈔 Me An󰉘󰉄hi󰈝󰈈 @smileguptaaa
  3. @smileguptaaa Wha󰉃 󰈎󰈼 󰇽 Hac󰈔󰈀󰉄h󰈢󰈝? A Design Sprint Event Computer

    Programmers and others collaborate to do Software Development
  4. @smileguptaaa Gen󰈩󰈸󰇽󰈘 Pre󰈥󰈀󰈹󰇽ti󰈡󰈝 T󰈏󰈛e Es󰉃󰈎󰈛󰇽ti󰈡󰈝 6 mo󰈝󰉄h󰈻 2 mo󰈝󰉄h󰈻 4

    mo󰈝󰉄h󰈻 1 mo󰈝󰉄h󰈻 Decide Theme Identify Target Audience Establish a CoC Decide Prizes Pick Judges and Mentors Promote Decide Format Decide Time and Date Fix Venue Identify Sponsors Launch Website Finalise Budget Getting Ready for the event
  5. @smileguptaaa St󰈸u󰇸t󰉉󰈸󰈏󰈞g Te󰈀󰈚 Log󰈎󰈻󰉄󰈏c󰈻 Te󰈀󰈛 Des󰈎󰈇󰈞 󰇽n󰇷 Con󰉃󰈩󰈞t T󰇵a󰈚 Soc󰈎󰇽󰈗

    Me󰇶󰈎󰇽 Man󰈀󰈇󰇵󰈹s Spo󰈝󰈼󰈡r󰈻󰈋󰈏p Te󰈀󰈚 P󰈤 an󰇷 󰈉󰈩󰇻 Dev󰈩󰈗󰈢󰈦me󰈝󰉄 T󰈩󰇽m
  6. @smileguptaaa Wh󰉘 󰉑󰈋o󰈡s󰈏󰈝󰈈 a Th󰈩󰈚󰇵 i󰈼 󰈎m󰈥󰈢󰈹ta󰈝󰉄 Sim󰈥󰈘󰈎fi󰇵s Ide󰈀󰉃󰈏o󰈞 Pro󰇹󰈩󰈼s

    Pro󰈚󰈡󰉄󰇵s Equ󰈀󰈗󰈏󰉄y Amo󰈝󰈈 Pr󰈡󰈑󰇵󰇸t󰈻 Sol󰉏󰈩󰈼 󰇽 Par󰉃󰈎󰇸󰉊la󰈸 Pro󰇼󰈘󰈩m
  7. @smileguptaaa Check websites like Meetup or tweet to find out

    it of it clashes with niche conferences or other similar hackathons. Your target audience will tell you what days are most likely to work; for example, students could find weeknights tough. Weekends are most popular. Dat󰈩󰈻 󰇿󰈢r Ha󰇹󰈕󰈀t󰈊󰈢󰈞
  8. @smileguptaaa Sponsors will buy in when they want to boost

    the brand’s visibility, recruit skilled workers or interns, or get real-time feedback on application programming interfaces or some product or service. Hac󰈔󰈀󰉄h󰈢󰈝 S󰈦on󰈻󰈡󰈹s
  9. @smileguptaaa Mak󰈎󰈝󰈈 󰇽 Bud󰈇󰈩󰉄 Know everything you need to about

    the revenues, costs, and how much you intend to spend on each attendee. You need to appear credible to your investors/sponsors. Have your budget estimates include food, drinks, travel, security, facilities, hardware, staff, branding, and swag packs. Set aside an emergency fund.
  10. @smileguptaaa Hac󰈔󰈼 f󰈡󰈸 F󰈏󰈞di󰈝󰈈 Sp󰈡󰈝󰈼󰈢r󰈻 Network well ahead of the

    event to rope in funds from “key” players in the field. Talk to developers in your network or ask for introductions, lookout for fundraising announcements, use sites such as crunchbase.com or rapportive.com to find useful contacts. Approach your potential sponsors keeping in mind the financial quarters when big companies are likely to have set aside a budget for similar events.
  11. @smileguptaaa Ensure your website has all details pertinent to the

    hackathons—registration, eligibility, requirements, timelines, learning resources, judges, winning criteria, prizes, swags, referral programs, etc. For example, get your sign-up form ready and explain the registration and selection processes. Hac󰈔󰈀󰉄h󰈢󰈝 We󰇻s󰈎󰉃󰇵
  12. @smileguptaaa Nothing draws people to a competition as the promise

    of awards and recognition. Giving all participants something rather than awarding only the winner can be more motivating. Depending on the goal and sponsors, you can offer valuable chances of getting into incubator or accelerator programs, internships, and scholarships. As much as possible, try to make the prizes available on the day of the hackathon, else give the teams clear instructions on how to collect it later. Hac󰈔󰈀󰉄h󰈢󰈝 P󰈹iz󰈩󰈻
  13. @smileguptaaa Emphasize the importance of fair judging. You can invite

    people from companies you would like as sponsors. Developer evangelists and university dean's can also be excellent choices. You can either let your judges pick winners or you could have a voting system where others can also help select the best projects. Don’t have too many finalists because your judges most likely won’t have the bandwidth to test and evaluate so many submissions. Jud󰈇󰈩󰈼 󰇽n󰇷 S󰈦e󰈀k󰇵󰈸󰈼
  14. @smileguptaaa Prepare your schedule. Finalize your speakers. Get the final

    headcount. Start sending reminders to attendees 7 to 10 days before the event. Arrange for workshops or information-sharing sessions for potential participants. Contact and sign on food caterers and miscellaneous vendors such as T-shirt suppliers. Ge󰉅󰈎n󰈇 R󰇵a󰇶y 󰇾󰈡󰈹 Ev󰇵󰈝󰉄
  15. @smileguptaaa Get the venue ready Place proper signs to guide

    attendees. Set up the chairs, beanbags, and tables. Get the premises, including the dedicated hacking, sleeping, snacking, and recreational areas and restrooms, clean and ready. Check for possible power and hardware issues Make sure the hardware toolkit is good to go—enough power bars, extension cords, and network cables; uninterrupted secure wi-fi; top-quality wi-fi routers; a projector; a couple of extra laptops; audio/PA equipment; Pu󰉅󰈎n󰈇 󰈏󰉄 al󰈗 󰉄󰈡g󰇵󰉃󰈋er 󰈡󰈝 D-󰉍󰇽󰉙 (󰉌ay Z󰈩󰈸󰈢)
  16. @smileguptaaa Get your registration/help desk ready to check participants’ IDs.

    Give the participants any promotional pamphlets you need to, name tags, login credentials. Welcome attendees with a formal/informal presentation going over the hackathon objectives, the schedule, and the rules. Introduce the organizers, volunteers, speakers, and hackers. Get the first meal ready. Remember to update social media to help maintain the exciting atmosphere. Kic󰈔󰈎󰈞g 󰈢ff 󰉃󰈋e H󰈀c󰈔󰇽󰉄ho󰈝
  17. @smileguptaaa Thank your participants, sponsors, hosts, speakers, judges, mentors, data

    providers, press, and volunteers. In your concluding talk, talk about the community, the website, mailing lists, and mention any upcoming events Arranging a cocktail party or a trip to the local can be a great way to conclude your hackathon. Get nice videos and photos of the event for future marketing purposes. Follow-up blogs, tweets, emails, and demo videos or presentations are great after-event tools to maintain the “connect.” Do a thorough analysis of the participant data and any other relevant statistics, channels used for outreach, quality of the hackers and their submissions, and get “like–dislike” feedback from the attendees. Pos󰉃 󰉀󰈀󰇸k󰇽󰉃󰈋on A󰇹󰉄󰈎v󰈏󰉃i󰈩󰈼
  18. Tha󰈝󰈕s Do y󰈡󰉊 󰈊a󰉐󰈩 󰇽n󰉘 󰈬u󰈩s󰉃󰈏o󰈞s? Smi󰈗󰈩 󰉂󰉊󰈦ta Fro󰈝󰉄󰈩n󰇷 E󰈞gi󰈝󰈩󰇵󰈹

    Git󰉀󰉉󰇼/Lin󰈔󰈩󰇶In -> 󰈻󰈛il󰈩󰈇󰉊󰈦ta Twi󰉅󰈩󰈸 -> 󰈼mi󰈗󰈩󰈈󰉊p󰉃a󰈀󰇽
  19. Ad󰇷i󰉄󰈎󰈢na󰈗 R󰈩󰈼󰈢ur󰇹󰈩󰈼 • Demystifying hackathon: https://www.hackerearth.com/community-hackathons/resources/e-books/gui de-to-organize-hackathon/ • Sample Budget:

    https://drive.google.com/file/d/0B0YipCzjNRH3aHlTUXh5OWNvcXM/edit • Sample Sponsorship Guide: https://github.com/MLH/mlh-hackathon-organizer-guide/blob/master/Organi zer-Resources/Previous-Sponsorship-Decks/QHacks_Sponsorship_Package.pdf • How to Find Sponsors: https://www.youtube.com/watch?v=gDytK-ke42s • Sample Hackathon Website Link: https://autumnhacks.online/ @smileguptaaa