How to organize a hackathon from first plan to final demo
A successful hackathon depends on decisions being made in the right order. Set the date and program first, then secure rooms, open registration, and confirm the people who will guide and judge the teams. Technology needs its own test run: Wi-Fi, network switches, cables, projectors, microphones, and charging points can stop the event if they are checked too late. This plan takes you from the first invitation to prepared workspaces, catering, judging, and certificates.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set the date and program
2 people
- 2
Reserve the venue and rooms
2 people
- 3
Create registration form
- 4
Send invitations
2 people
- 5
Process registrations
2 people
- 6
Collect dietary requirements
- 7
Assign teams and mentors
2 people
- 8
Confirm judges
- 9
Order catering
- 10
Take inventory of supplies
2 people
- 11
Order prizes and certificates
- 12
Test Wi-Fi and network
2 people
- 13
Create the presentation and judging form
2 people
- 14
Send program to attendees
- 15
Check deliveries
2 people
- 16
Do the shopping
2 people
- 17
Charge equipment
- 18
Print the registration list
- 19
Assemble participant packs
3 people
- 20
Chill drinks
2 people
- 21
Open venue
2 people
- 22
Set up workspaces
3 people
- 23
Set up tables and chairs
4 people
- 24
Set up registration desk
2 people
- 25
Set up the catering table
2 people
- 26
Connect presentation screen
2 people
- 27
Test microphones
2 people
- 28
Check the lighting
- 29
Hang wayfinding signs
2 people
- 30
Set up the welcome presentation
- 31
Prepare snacks
3 people
- 32
Set up lunch
3 people
- 33
Set up the jury room
2 people
Event
- 34
Open registration
3 people
- 35
Give participants badges
2 people
- 36
Serve coffee and tea
2 people
- 37
Host the opening
2 people
- 38
Announce the teams
- 39
Explain the hackathon rules
- 40
Assign workstations
2 people
- 41
Brief mentors
2 people
- 42
Serve snacks
2 people
- 43
Refill drinks
2 people
- 44
Provide technical support
2 people
- 45
Guide mentor questions
4 people
- 46
Take progress photos
- 47
Serve dinner
3 people
- 48
Refill coffee and tea
2 people
- 49
Make an interim announcement
- 50
Collect presentations
2 people
- 51
Set up the presentation area
2 people
- 52
Assist with the finals
3 people
- 53
Collect judging forms
- 54
Announce the winners
2 people
- 55
Present prizes
2 people
- 56
Present closing
- 57
Check out participants
2 people
Aftercare
- 58
Collect waste
3 people
- 59
Clear tables and chairs
4 people
- 60
Wash dishes
3 people
- 61
Switch off equipment
2 people
- 62
Roll up cables
2 people
- 63
Remove decorations
2 people
- 64
Clean rooms
3 people
- 65
Collect lost and found items
- 66
Return materials
2 people
- 67
Store leftover food
2 people
- 68
Thank participants
- 69
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
- Set the format before opening registration. Define the program, working hours, team size, judging criteria, and final presentation format so attendees know what they are signing up for.
- Test the network at the venue at least 7 days before the hackathon. Check Wi-Fi coverage, access points, switches, network cables, extension cords, and charging stations in the rooms where teams will work.
- Close registration early enough to build teams properly. Collect dietary requirements, assign mentors and teams, and print the registration list before the event rather than trying to solve missing information at check-in.
- Prepare the presentation and judging form before confirming the judges. Give judges the scoring criteria and schedule in advance, and order prizes and certificates early enough to check the delivery.
- Allow a full setup window before attendees arrive. Set up tables, chairs, the registration desk, catering table, screens, projectors, speakers, microphones, whiteboards, and participant packs, then chill drinks and charge equipment.
Frequently asked questions
- How far in advance should you organize a hackathon?
- Start planning at least 8 to 12 weeks before the event. Secure the venue and rooms first, then allow several weeks for invitations, registration, team assignments, mentors, judges, catering, and equipment checks.
- When should hackathon registration close?
- Close registration 7 to 10 days before the hackathon if you need to assign teams and mentors. Keep the final attendee list available for printing, dietary checks, participant packs, and catering numbers.
- How do you prepare technology for a hackathon?
- Run a complete venue test at least 7 days beforehand and repeat a quick check on the morning of the event. Test Wi-Fi, network access points, switches, cables, projectors, HDMI connections, USB-C adapters, microphones, speakers, and charging equipment.
- How much food and drink should a hackathon provide?
- Give the caterer a confirmed headcount 3 to 5 days before the event, including dietary requirements. Plan water, coffee, and drinks throughout the working day, with enough plates, bowls, glasses, cups, and cutlery ready before registration opens.
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.
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