How to organize a hackathon that runs on time

A successful hackathon starts with a clear challenge, a workable schedule and the right support around the teams. Set the theme and judging criteria before you open registration, then arrange mentors, judges, catering and technical infrastructure in parallel. Most problems appear when team assignments, presentation rules or Wi-Fi are left until the final day. Use this plan to build the event in the right order, test the room and keep the competition moving from registration to final presentations.

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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
Define theme and objectives
2 people
2
Create the program
2 people
3
Reserve venue
4
Book catering
5
Invite the judges
6
Invite mentors
7
Create a registration form
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Prepare team assignments
2 people
12
Create assessment criteria
2 people
13
Write jury briefing
14
Create mentor assignments
15
Arrange prize money and prizes
16
Send participant information
17
Check technical requirements
2 people
18
Create presentation format
19
Prepare name badges
2 people
20
Create team and table seating plans
2 people
21
Create the route and signage
22
Check the shopping list
2 people
23
Test the equipment
2 people
24
Collect prizes and materials
2 people
25
Do the shopping
2 people
26
Store chilled products
2 people
27
Open venue
2 people
28
Set up tables and chairs
4 people
29
Arrange workstations
3 people
30
Distribute power outlets
2 people
31
Test Wi-Fi and network
2 people
32
Connect presentation screen
2 people
33
Set up registration desk
2 people
34
Set up catering
3 people
35
Lay out name badges
36
Hang up signage
2 people
37
Set up the jury room
2 people
38
Mark mentor spots
39
Test music and microphone
2 people

Event

40
Staff the reception desk
2 people
41
Register participants
2 people
42
Hand out name badges
43
Serve coffee and tea
2 people
44
Host the opening
45
Form teams
3 people
46
Explain the assignment
47
Supervise teamwork
4 people
48
Answer mentor questions
4 people
49
Refill drinks
2 people
50
Serve snacks
2 people
51
Clear worktables
2 people
52
Serve dinner
4 people
53
Collect tableware
2 people
54
Collect presentations
2 people
55
Give the jury briefing
56
Set up pitching order
2 people
57
Guide pitches
2 people
58
Hand out judging forms
59
Collect jury scores
2 people
60
Announce the winners
61
Present prizes
2 people
62
Host the networking drinks reception
3 people
63
Serve the last drinks round
2 people
64
See participants off
2 people

Aftercare

65
Collect waste
3 people
66
Wash dishes
3 people
67
Clean up catering
2 people
68
Switch off equipment
2 people
69
Clear workstations
4 people
70
Put tables and chairs back
4 people
71
Clean the venue
4 people
72
Remove signage
2 people
73
Sort borrowed items
2 people
74
Return materials
2 people
75
Store leftover stock
2 people
76
Send a thank-you gift to participants
77
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

Start with the challenge, objectives and judging criteria. Participants, mentors and judges need the same definition of a successful project before invitations and team assignments begin.
Build the programme backwards from the final presentations. Allow time for registration, team formation, mentor support, breaks and judging, then publish the presentation format before the event.
Confirm people before opening registration. Judges and mentors need clear roles and a deadline for confirmation; otherwise dietary requirements, mentor assignments and the jury briefing become last-minute work.
Test the venue as a working network, not just as a room. Check Wi-Fi routers, network switches, cables, power, the projector, HDMI adapters, microphone and speakers at least one full day before participants arrive.
Prepare the arrival and judging flow in detail. Set up the registration desk, name badges, team and table seating, route signage, stopwatch and presentation clicker before doors open, and keep prizes and materials together for collection.

Frequently asked questions

How long does it take to organize a hackathon?: Allow at least 6 to 8 weeks for a planned hackathon. Use the first 2 weeks to define the theme, objectives, programme and venue, then leave 2 to 3 weeks for registration, team planning, mentor coordination and technical checks.
When should I invite hackathon mentors and judges?: Invite mentors and judges 4 to 6 weeks before the event. Send the jury briefing and assessment criteria no later than 7 days beforehand, so they can prepare questions and understand the scoring process.
How do I prepare the room for a hackathon?: Set up work tables, chairs, power and network access before registration starts, with one clearly marked place for each team. Test the projector, screen, microphone and presentation connections at least 24 hours in advance.
When should hackathon participants receive the practical information?: Send the participant information 5 to 7 days before the hackathon. Include the start and finish times, venue route, what to bring, team process, presentation format, dietary arrangements and the registration procedure.

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.