How to organize a hackathon from start to finish

A hackathon runs smoothly when the program, technology and people are organized in the right order. Start by fixing the date, venue and working schedule, then confirm power, internet and equipment before inviting participants. Registration data helps you plan teams, dietary needs, mentors, judges and catering. In the final week, publish the theme and judging criteria, test the network again, prepare the room and close cancellations so the event can start on time.

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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
Set the date and program
2 people
2
Reserve venue
3
Check power outlets
2 people
4
Test internet connection
2 people
5
Create registration form
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Invite mentors
10
Invite the judges
11
Order prizes
12
Book catering
13
Check the shopping list
2 people
14
Export participant details
15
Assemble teams
2 people
16
Publish theme and assignment
2 people
17
Set the judging criteria
3 people
18
Send program to attendees
19
Process the final cancellations
2 people
20
Do the shopping
3 people
21
Collect prizes and materials
2 people
22
Set out laptops and chargers
3 people
23
Test Wi-Fi and network
2 people
24
Set up tables
4 people
25
Set up chairs
3 people
26
Install power distribution
3 people
27
Connect presentation screen
2 people
28
Test sound system
2 people
29
Set up registration desk
2 people
30
Sort name tags
2 people
31
Chill drinks
2 people
32
Set out coffee and tea
2 people
33
Prepare the lunch buffet
4 people
34
Distribute snacks across the tables
2 people
35
Prepare the jury forms

Event

36
Receive participants
3 people
37
Register attendance
2 people
38
Hand out name badges
2 people
39
Host the opening
2 people
40
Explain the assignment
2 people
41
Guide teams to workstations
3 people
42
Provide mentors
4 people
43
Serve coffee and tea
2 people
44
Refill drinks
2 people
45
Restock snacks
2 people
46
Check work areas
2 people
47
Serve dinner
4 people
48
Distribute diet meals
2 people
49
Remove waste regularly
2 people
50
Announce time signals
51
Collect entries
2 people
52
Set up presentations
2 people
53
Brief the judges
2 people
54
Supervise team demos
3 people
55
Collect jury forms
2 people
56
Announce the winners
2 people
57
Present prizes
2 people
58
Check out participants
2 people

Aftercare

59
Switch off equipment
3 people
60
Clear away food and drinks
3 people
61
Wash dishes
3 people
62
Clear tables and chairs
4 people
63
Collect waste
2 people
64
Clean rooms
4 people
65
Inventory materials
2 people
66
Return borrowed equipment
2 people
67
Store leftover groceries
2 people
68
Register lost and found items
69
Send thank-you message
70
Inform the winners
71
Share photos and presentations
72
Collect expense receipts

What to bring

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

Furniture

Tablesqty 18
Chairsqty 70
Registration desk
Bar stoolsqty 4

Equipment

Laptopsqty 4
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Microphone standsqty 2
HDMI cablesqty 4
USB-C adaptersqty 6
Extension cordsqty 12
Power stripsqty 18
Power banksqty 6
Wi-Fi router
Ethernet cablesqty 10
Label printer
Cable traysqty 12
Cable tiesqty 100
PowerPoint clickersqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 6
Water jugsqty 8
Washing-up bowlsqty 3

Catering

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Buffet platesqty 6
Tablecloth rollsqty 4
Menusqty 8
Food labelsqty 40
Drink dispensersqty 3
Groceries

Decorations

Name badgesqty 80
Lanyardsqty 80
Team stickersqty 80
Directional signsqty 12
Whiteboard sheetsqty 12
Sticky notesqty 20
Flipchart padsqty 4
Notice boardsqty 4
Table décorqty 12

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Measuring cupsqty 3
Aluminum foilqty 2
Cling filmqty 2
Storage boxesqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Lighting

Desk lampsqty 12
Mood lightingqty 4

Tips

Lock the date, venue and program before opening registration. Allow at least 6–8 weeks for invitations, mentor and judge confirmations, catering and prize arrangements.
Test the internet and power during a venue walk-through, not just on event day. Count available outlets, bring power strips and extension cords, and check that the Wi-Fi can handle all laptops at once.
Close registration details at least 5–7 days before the hackathon. Export participant information, collect dietary requirements and use the final list to assemble balanced teams.
Publish the theme, assignment and judging criteria before the event starts. Give teams the criteria at least 3 days in advance so they can plan their work and presentation.
Set up and test the room 2–3 hours before participants arrive. Connect laptops, chargers, projector, screen, speakers, microphone and presentation adapters, then run one complete demo of the program.

Frequently asked questions

How long does it take to organize a hackathon?: Plan on 6–8 weeks for a small or medium-sized hackathon. That gives you time to reserve the venue, open registration, invite mentors and judges, arrange catering and prizes, and test the technical setup.
How far in advance should I send hackathon invitations?: Send the first invitations 4–6 weeks before the event. Keep registration open for roughly 2–3 weeks, then confirm teams and participant details 5–7 days before the start.
When should the hackathon theme and judging criteria be announced?: Publish both at least 3 days before the hackathon, or earlier if teams need preparation time. Keep the criteria visible during the event so teams know how their work will be assessed.
How early should I set up the hackathon venue?: Arrive 2–3 hours before participants. Use that time to arrange tables and chairs, set up the registration desk, test Wi-Fi and power, connect presentation equipment, and resolve missing cables or adapters.

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.