Hackathon planning checklist

A hackathon needs more than a theme, a room and a few laptops. You need a workable programme, reliable internet and power, clear team assignments, available mentors, and judges who know how projects will be assessed. Start with the format and venue, then handle registration, catering and technical checks before preparing the room. This checklist covers the planning sequence, including details that are easy to leave until the final day.

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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

Define theme and objectives
2 people
Create the program
2 people
Reserve venue
Book catering
Invite the judges
Invite mentors
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Prepare team assignments
2 people
Create assessment criteria
2 people
Write jury briefing
Create mentor assignments
Arrange prize money and prizes
Send participant information
Check technical requirements
2 people
Create presentation format
Prepare name badges
2 people
Create team and table seating plans
2 people
Create the route and signage
Check the shopping list
2 people
Test the equipment
2 people
Collect prizes and materials
2 people
Do the shopping
2 people
Store chilled products
2 people
Open venue
2 people
Set up tables and chairs
4 people
Arrange workstations
3 people
Distribute power outlets
2 people
Test Wi-Fi and network
2 people
Connect presentation screen
2 people
Set up registration desk
2 people
Set up catering
3 people
Lay out name badges
Hang up signage
2 people
Set up the jury room
2 people
Mark mentor spots
Test music and microphone
2 people

Event

Staff the reception desk
2 people
Register participants
2 people
Hand out name badges
Serve coffee and tea
2 people
Host the opening
Form teams
3 people
Explain the assignment
Supervise teamwork
4 people
Answer mentor questions
4 people
Refill drinks
2 people
Serve snacks
2 people
Clear worktables
2 people
Serve dinner
4 people
Collect tableware
2 people
Collect presentations
2 people
Give the jury briefing
Set up pitching order
2 people
Guide pitches
2 people
Hand out judging forms
Collect jury scores
2 people
Announce the winners
Present prizes
2 people
Host the networking drinks reception
3 people
Serve the last drinks round
2 people
See participants off
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean up catering
2 people
Switch off equipment
2 people
Clear workstations
4 people
Put tables and chairs back
4 people
Clean the venue
4 people
Remove signage
2 people
Sort borrowed items
2 people
Return materials
2 people
Store leftover stock
2 people
Send a thank-you gift to participants
Share winners' photos

What to bring

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

Furniture

Work tablesqty 12
Chairsqty 70
Judges' table
Registration desk
Stoolsqty 8
Tableclothsqty 6

Equipment

Projector
Projection screen
Laptops for the organizing teamqty 4
Microphone
Speakersqty 2
Wi-Fi routersqty 2
Network Switchesqty 2
Network cablesqty 12
HDMI cablesqty 3
HDMI adaptersqty 4
Extension cordsqty 12
Extension cordsqty 12
USB chargersqty 8
Power banksqty 6
Presentation clicker
Stopwatchqty 2
Label printer
Camera

Tableware

Coffee cupsqty 70
Glassesqty 80
Platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving plattersqty 10
Serving trays with lidsqty 6
Serving jugsqty 4
Storage binsqty 12

Decorations

Name badgesqty 70
Badge holdersqty 70
Table number cardsqty 12
Directional signsqty 12
Jury signsqty 4
Prize trophiesqty 3
Prize vasesqty 3
Flagsqty 4
Whiteboardsqty 8
Whiteboard markersqty 24
Sticky notesqty 20
Markersqty 30
Pensqty 80
Notepadsqty 70
Flipchart padsqty 4
Jury formsqty 80
Program leafletsqty 70
Wristbandsqty 70

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broomqty 2
Vacuum cleaner
Mop setsqty 2
Cleaning bucketsqty 2
Microfiber clothsqty 12

Lighting

Table lampsqty 12
Light Stripsqty 3
Flashlightsqty 4

Catering

Groceries

Tips

Set the programme before inviting participants. Include registration, team formation, work sessions, mentor availability, presentations, judging and breaks, then use those times to brief mentors and judges.
Check the technical setup at least one week before the hackathon. Test the Wi-Fi routers, network switches, cables, projector, screen, microphone, speakers and HDMI adapters with the actual laptops you will use.
Close registration early enough to assign teams and seats. Collect dietary requirements at the same time, then prepare name badges, table plans and team information before participants arrive.
Give judges a written briefing before the event starts. Include the assessment criteria, presentation format, time limit and scoring process so every team is judged against the same expectations.
Pack event-day materials separately from general supplies. Keep prizes, badges, signage, extension cords, chargers, the stopwatch and registration equipment together so setup does not depend on a last-minute shopping trip.

Frequently asked questions

How far in advance should I plan a hackathon?: Start planning at least 8 to 12 weeks ahead. Secure the venue, mentors, judges and catering first, then open registration once the programme and technical requirements are clear.
How much time should teams get to work at a hackathon?: Allow a clearly defined work period of at least 6 hours for a one-day hackathon. Reserve an additional 60 to 90 minutes for presentations, judging and transitions rather than taking that time from the build session.
When should I test the hackathon Wi-Fi and equipment?: Run a full technical test 7 days before the event and repeat the key checks on the morning itself. Test network capacity, power access, projection, audio, HDMI connections and backup chargers in the actual room.
When should hackathon teams and seating be assigned?: Prepare team assignments and table seating 2 to 3 days before the event, after registration changes have slowed down. Keep a small number of spare seats and update the printed plans if participants cancel.

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.