Datathon planning checklist

A datathon needs more than a challenge and a room. You have to lock down the rules, judging process, teams, network setup, presentation equipment, food, and participant information before the event starts. This checklist puts the work in a practical order, from confirming the date and venue to testing laptops, assigning teams, and preparing judging forms. Use it to catch the details that are easy to leave until the last week, especially connectivity, adapters, dietary requirements, and printed materials.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and theme
2 people
Reserve venue
Plan the room layout
2 people
Draw up the competition rules
2 people
Record the judging criteria
3 people
Invite mentors
Invite the judges
Create a registration form
Send invitations
2 people
Hang up promotion
2 people
Process registrations
Collect dietary requirements
Assemble teams
2 people
Send participant information
Print the program
Print team assignments
Prepare name badges
2 people
Print the competition assignment
2 people
Set up the presentation template
Print Jury Forms
Test laptops and chargers
2 people
Test Wi-Fi and network
2 people
Test presentation equipment
2 people
Arrange prizes and certificates
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Bring materials to the venue
3 people
Open hall
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Connect workstations
4 people
Distribute the network points
2 people
Set up the presentation screen
2 people
Set up the mentor corner
2 people
Set up the catering buffet
3 people
Lay out name badges
Prepare the assignment and rules
2 people
Carry out the final technical test
2 people
Brief volunteers
2 people

Event

Register participants
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Host the opening
Explain the assignment
2 people
Guide teams to workstations
3 people
Serve snacks
3 people
Refill drinks
2 people
Provide technical support at workstations
2 people
Guide mentor questions
4 people
Give time warnings
Serve dinner
4 people
Restock the buffet
2 people
Collect tableware
2 people
Collect entries
2 people
Set up presentations
2 people
Have teams present
2 people
Hand out judging forms
Collect jury scores
2 people
Announce the winners
Award prizes and certificates
2 people
Check out participants
2 people

Aftercare

Switch off equipment
3 people
Clear away food and drinks
3 people
Collect waste
3 people
Wash dishes
3 people
Put tables and chairs back
4 people
Clean the room
3 people
Pack up materials
3 people
Return equipment
2 people
Return borrowed materials
2 people
Sort lost property
Send thank-you message
Send certificates digitally afterward

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 14
Chairsqty 65
Registration desk
Buffet tablesqty 3
Waste binsqty 6

Equipment

Laptopsqty 10
Laptop chargersqty 10
Projector
Projection screen
Presentation laptop
HDMI cablesqty 3
VGA adaptersqty 2
Wireless microphone
Speakersqty 2
Network Switchesqty 3
Wi-Fi router
Ethernet cablesqty 25
Power stripsqty 18
Extension cordsqty 12
USB sticksqty 10
Timersqty 3

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Serving tongsqty 6
Serving spoonsqty 4
Bread knivesqty 2
Measuring cupsqty 2
Aluminum foilqty 3
Cling filmqty 3

Decorations

Name badge holdersqty 70
Paper tableclothqty 14
Directional signsqty 8
Whiteboardsqty 6
Flip chartsqty 3
Markersqty 24
Sticky notesqty 20
Pensqty 80
Notepadsqty 70
Name stickersqty 80
Prize trophiesqty 3
Certificate foldersqty 60

Cleaning

Washing-up tubsqty 3
Dish brushesqty 3
Trash binsqty 6
Hand broomsqty 2
Can openersqty 2
Cleaning glovesqty 6

Lighting

Desk lampsqty 10
Spare batteriesqty 24

Catering

Groceries

Tips

Set the rules and judging criteria before inviting participants. Give judges a written scoring form and publish the competition assignment and presentation format with the participant information.
Test every laptop, charger, power strip, extension cord, projector, HDMI cable, VGA adapter, microphone, and speaker at least 3–5 days before the datathon. A network test should include the Wi-Fi router, switches, and Ethernet cables.
Close registrations early enough to process dietary requirements and assemble teams. Send team assignments and practical information at least 3 days before the event, then keep printed copies for the registration desk.
Plan the room around team tables, power access, and network coverage rather than fitting equipment in afterward. Leave clear space for the registration table, buffet tables, waste bins, and presentations.
Prepare the event-day paperwork in separate sets: name badges, team assignments, the printed programme, the competition assignment, presentation templates, and jury forms. Pack spare USB sticks, timers, adapters, and chargers instead of relying on one shared set.

Frequently asked questions

How far in advance should I plan a datathon?: Set the date, theme, venue, rules, and judging criteria at least 6–8 weeks ahead. Invite mentors and judges before opening registrations so you know the support team is available.
When should datathon registration close?: Close registration about 7–10 days before the event. This gives you time to collect dietary requirements, assemble teams, print name badges, and send final participant information.
What technology should I test before a datathon?: Test laptops and chargers, the Wi-Fi router, network switches, Ethernet cables, power strips, extension cords, projector, screen, presentation laptop, HDMI cables, VGA adapters, microphone, and speakers 3–5 days beforehand. Repeat the presentation setup on the day before the event.
How many judges and mentors do I need for a datathon?: Plan roughly 1 mentor for every 5–8 teams and 2–3 judges for a small datathon. Confirm availability at least 4 weeks before the event and send the judging criteria and jury forms before the day.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.