Hackathon planning checklist: what to arrange and when

A hackathon runs smoothly when the technical setup and the event logistics are planned together. Start with the date, venue, registration form, teams, mentors, judges, and catering; then work toward a tested network and a clear judging process. On the final day, allow time to charge equipment, check deliveries, print the registration list, assemble participant packs, and set up the registration and catering areas. This checklist gives you a practical order for handling the details that are easy to leave too late.

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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 the venue and rooms
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign teams and mentors
2 people
Confirm judges
Order catering
Take inventory of supplies
2 people
Order prizes and certificates
Test Wi-Fi and network
2 people
Create the presentation and judging form
2 people
Send program to attendees
Check deliveries
2 people
Do the shopping
2 people
Charge equipment
Print the registration list
Assemble participant packs
3 people
Chill drinks
2 people
Open venue
2 people
Set up workspaces
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering table
2 people
Connect presentation screen
2 people
Test microphones
2 people
Check the lighting
Hang wayfinding signs
2 people
Set up the welcome presentation
Prepare snacks
3 people
Set up lunch
3 people
Set up the jury room
2 people

Event

Open registration
3 people
Give participants badges
2 people
Serve coffee and tea
2 people
Host the opening
2 people
Announce the teams
Explain the hackathon rules
Assign workstations
2 people
Brief mentors
2 people
Serve snacks
2 people
Refill drinks
2 people
Provide technical support
2 people
Guide mentor questions
4 people
Take progress photos
Serve dinner
3 people
Refill coffee and tea
2 people
Make an interim announcement
Collect presentations
2 people
Set up the presentation area
2 people
Assist with the finals
3 people
Collect judging forms
Announce the winners
2 people
Present prizes
2 people
Present closing
Check out participants
2 people

Aftercare

Collect waste
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Switch off equipment
2 people
Roll up cables
2 people
Remove decorations
2 people
Clean rooms
3 people
Collect lost and found items
Return materials
2 people
Store leftover food
2 people
Thank participants
Share photos and results

What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Registration desk
Judges' tableqty 2
Stoolsqty 8

Equipment

Laptopsqty 6
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 3
Microphone standsqty 2
Extension cordsqty 20
Extension cordsqty 20
HDMI cablesqty 5
USB-C adaptersqty 8
Charging stationsqty 4
Wi-Fi access pointsqty 3
Network Switchesqty 3
Network cablesqty 30
Whiteboardsqty 6
Markersqty 30
Power banksqty 6

Tableware

Platesqty 75
Bowlsqty 70
Glassesqty 80
Coffee cupsqty 70
Knivesqty 75
Forksqty 75
Spoonsqty 75

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 5
Coolersqty 4
Serving plattersqty 8
Serving tongsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Storage binsqty 12
Aluminum foilqty 3
Cling filmqty 3

Decorations

Name stickersqty 80
Badgesqty 80
Badge holdersqty 80
Tableclothsqty 14
Directional signsqty 12
Tapeqty 6
Scissorsqty 4
Fabric bannersqty 4
Prize trophiesqty 3
Certificatesqty 70

Cleaning

Waste binsqty 8
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries

Tips

Test the Wi-Fi, access points, switches, and network cables at least 3–5 days before the hackathon. Test the busiest expected load, not just one laptop, and keep spare network cables available.
Send the program to attendees at least 5 days ahead, including registration time, team arrangements, judging times, and what participants need to bring. Process registrations before assigning teams and mentors.
Confirm dietary requirements when registrations close, then place the catering order with a final headcount at least 3–5 days before the event. Set aside time on the day to arrange plates, bowls, glasses, coffee cups, and cutlery.
Charge laptops, power banks, microphones, and presentation equipment the day before. Test every projector, screen, HDMI cable, USB-C adapter, microphone, and speaker together rather than checking them separately.
Open the venue at least 90 minutes before participant registration. Set up tables, chairs, workspaces, the registration desk, judges’ table, catering table, charging stations, and presentation equipment before attendees arrive.

Frequently asked questions

How far in advance should I plan a hackathon?: Start planning at least 8–12 weeks before the event. Reserve the venue, set the program, open registration, confirm mentors and judges, and order prizes early; complete the network and equipment tests during the final 3–5 days.
When should hackathon registration close?: Close registration 7–10 days before the hackathon if you need to assign teams, mentors, and catering. Use the final registration list to confirm dietary requirements and print the check-in list.
How early should I arrive to set up a hackathon?: Allow at least 90 minutes before participant arrival for room setup and registration preparation. Allow 2 hours if you need to arrange network equipment, projectors, microphones, charging stations, and multiple workspaces.
How much food and drink do I need for a hackathon?: Base catering on the confirmed headcount, including organizers, mentors, judges, and volunteers. For the first hour, plan on 2–3 drinks per person, then add meals and snacks according to the program length and the dietary requirements collected during registration.

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.