How to organise a datathon from first idea to final presentations

Organising a datathon means coordinating a competition, a working space and a technical production at the same time. Start by fixing the date, theme, rules and judging criteria before inviting participants. Then build the teams, brief mentors and judges, and test every laptop, network connection and presentation cable before the event. This approach keeps registration, catering, judging and presentations connected instead of leaving critical decisions until the final week.

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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

1
Confirm date and theme
2 people
2
Reserve venue
3
Plan the room layout
2 people
4
Draw up the competition rules
2 people
5
Record the judging criteria
3 people
6
Invite mentors
7
Invite the judges
8
Create a registration form
9
Send invitations
2 people
10
Hang up promotion
2 people
11
Process registrations
12
Collect dietary requirements
13
Assemble teams
2 people
14
Send participant information
15
Print the program
16
Print team assignments
17
Prepare name badges
2 people
18
Print the competition assignment
2 people
19
Set up the presentation template
20
Print Jury Forms
21
Test laptops and chargers
2 people
22
Test Wi-Fi and network
2 people
23
Test presentation equipment
2 people
24
Arrange prizes and certificates
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Prepare snacks
3 people
28
Bring materials to the venue
3 people
29
Open hall
2 people
30
Set up tables and chairs
4 people
31
Set up registration desk
2 people
32
Connect workstations
4 people
33
Distribute the network points
2 people
34
Set up the presentation screen
2 people
35
Set up the mentor corner
2 people
36
Set up the catering buffet
3 people
37
Lay out name badges
38
Prepare the assignment and rules
2 people
39
Carry out the final technical test
2 people
40
Brief volunteers
2 people

Event

41
Register participants
3 people
42
Hand out name badges
2 people
43
Serve coffee and tea
2 people
44
Host the opening
45
Explain the assignment
2 people
46
Guide teams to workstations
3 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Provide technical support at workstations
2 people
50
Guide mentor questions
4 people
51
Give time warnings
52
Serve dinner
4 people
53
Restock the buffet
2 people
54
Collect tableware
2 people
55
Collect entries
2 people
56
Set up presentations
2 people
57
Have teams present
2 people
58
Hand out judging forms
59
Collect jury scores
2 people
60
Announce the winners
61
Award prizes and certificates
2 people
62
Check out participants
2 people

Aftercare

63
Switch off equipment
3 people
64
Clear away food and drinks
3 people
65
Collect waste
3 people
66
Wash dishes
3 people
67
Put tables and chairs back
4 people
68
Clean the room
3 people
69
Pack up materials
3 people
70
Return equipment
2 people
71
Return borrowed materials
2 people
72
Sort lost property
73
Send thank-you message
74
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 competition rules and judging criteria before opening registration. Participants need to know the challenge, submission format, presentation limits and how their work will be scored.
Reserve the venue before sending invitations, then draw the room layout with team tables, a registration desk, buffet tables and a separate presentation area. Allow enough space for power strips, extension cords and walkways.
Close registration early enough to process dietary requirements and assemble teams. Send team assignments and participant information before the event, rather than handing out all instructions at check-in.
Run a full technical test at least 24 hours before start time. Check laptops and chargers, Wi-Fi, network switches, Ethernet cables, the projector, presentation laptop, HDMI or VGA adapters, microphone and speakers together.
Prepare the judging and presentation materials before event day: printed programmes, team assignments, name badges, the competition assignment, presentation template and jury forms. Keep USB sticks and timers available as backups.

Frequently asked questions

How long does it take to organise a datathon?: Allow at least 6 to 8 weeks for a datathon with invited participants, mentors and judges. Reserve the venue and confirm the theme first; leave the final 7 days for printing, shopping and technical checks.
When should datathon registration close?: Close registration 7 to 10 days before the event. That gives you time to review registrations, collect dietary requirements, assemble teams and send the final participant information.
How many judges and mentors does a datathon need?: Plan for roughly one mentor per 4 to 6 teams and at least 2 judges for a small datathon. Add judges when many teams present, so scoring does not become rushed during the final session.
What should be tested before a datathon starts?: Test every laptop, charger, network connection and presentation device at least 24 hours beforehand. Also check the projector, presentation laptop, HDMI and VGA adapters, wireless microphone, speakers and all power connections in the actual room.

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.