Hackathon planning checklist

A hackathon needs more than a room, laptops, and a good challenge. You need a reliable schedule, tested internet, enough power, clear team assignments, mentors, judges, food, and a smooth judging process. Start with the date and venue, then work through registration and program details before handling the final equipment setup. This checklist covers the planning sequence and the details that are often left until the last minute.

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The plan, step by step

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

Preparations

Set the date and program
2 people
Reserve venue
Check power outlets
2 people
Test internet connection
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Invite mentors
Invite the judges
Order prizes
Book catering
Check the shopping list
2 people
Export participant details
Assemble teams
2 people
Publish theme and assignment
2 people
Set the judging criteria
3 people
Send program to attendees
Process the final cancellations
2 people
Do the shopping
3 people
Collect prizes and materials
2 people
Set out laptops and chargers
3 people
Test Wi-Fi and network
2 people
Set up tables
4 people
Set up chairs
3 people
Install power distribution
3 people
Connect presentation screen
2 people
Test sound system
2 people
Set up registration desk
2 people
Sort name tags
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare the lunch buffet
4 people
Distribute snacks across the tables
2 people
Prepare the jury forms

Event

Receive participants
3 people
Register attendance
2 people
Hand out name badges
2 people
Host the opening
2 people
Explain the assignment
2 people
Guide teams to workstations
3 people
Provide mentors
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock snacks
2 people
Check work areas
2 people
Serve dinner
4 people
Distribute diet meals
2 people
Remove waste regularly
2 people
Announce time signals
Collect entries
2 people
Set up presentations
2 people
Brief the judges
2 people
Supervise team demos
3 people
Collect jury forms
2 people
Announce the winners
2 people
Present prizes
2 people
Check out participants
2 people

Aftercare

Switch off equipment
3 people
Clear away food and drinks
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Clean rooms
4 people
Inventory materials
2 people
Return borrowed equipment
2 people
Store leftover groceries
2 people
Register lost and found items
Send thank-you message
Inform the winners
Share photos and presentations
Collect expense receipts

What to bring

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

Furniture

Tablesqty 18
Chairsqty 70
Registration desk
Bar stoolsqty 4

Equipment

Laptopsqty 4
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Microphone standsqty 2
HDMI cablesqty 4
USB-C adaptersqty 6
Extension cordsqty 12
Power stripsqty 18
Power banksqty 6
Wi-Fi router
Ethernet cablesqty 10
Label printer
Cable traysqty 12
Cable tiesqty 100
PowerPoint clickersqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 6
Water jugsqty 8
Washing-up bowlsqty 3

Catering

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Buffet platesqty 6
Tablecloth rollsqty 4
Menusqty 8
Food labelsqty 40
Drink dispensersqty 3
Groceries

Decorations

Name badgesqty 80
Lanyardsqty 80
Team stickersqty 80
Directional signsqty 12
Whiteboard sheetsqty 12
Sticky notesqty 20
Flipchart padsqty 4
Notice boardsqty 4
Table décorqty 12

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Measuring cupsqty 3
Aluminum foilqty 2
Cling filmqty 2
Storage boxesqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Lighting

Desk lampsqty 12
Mood lightingqty 4

Tips

Test the venue’s Wi-Fi and power outlets before confirming the setup. Count extension cords, power strips, chargers, and adapters for every working area, not just the presentation table.
Set a registration deadline that gives you at least 7 days to process cancellations, collect dietary requirements, export participant details, and assemble teams before the event.
Invite mentors and judges at least 3 to 4 weeks ahead. Send them the theme, assignment, judging criteria, schedule, and expected time commitment in one clear briefing.
Publish the theme and assignment before the event, then send the final program after registrations close. Participants should know when teams form, when judging starts, and when presentations end.
Do a complete equipment check on the day before: laptops, chargers, projector, screen, microphone, HDMI cables, USB-C adapters, router, Ethernet cables, and clickers. Set up tables and chairs early enough to test the network from every work area.

Frequently asked questions

How far in advance should I start planning a hackathon?: Start planning at least 8 to 12 weeks before the event. This gives you time to reserve a venue, invite mentors and judges, open registration, order prizes, and confirm catering.
How many judges and mentors do I need for a hackathon?: Plan roughly 1 mentor for every 5 to 8 participants and at least 3 judges for a final round. Add more judges if teams will give short presentations at the same time.
When should hackathon registration close?: Close registration 7 to 10 days before the event. You need that time to process final cancellations, collect dietary requirements, export participant details, and assemble teams.
What should I test the day before a hackathon?: Test Wi-Fi, the network router, power outlets, projection, microphones, HDMI and USB-C connections, and every presentation laptop at least 24 hours beforehand. Keep spare adapters, power banks, and extension cords available.

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.