Hackathon planning checklist
This checklist is designed to simplify the planning of hackathons and meetups. All items are suggestions and optionally adaptable to the situation.
Checklist 6 months before Hackathon
| Date | Task | |
|---|---|---|
| Clarify sponsorship | |
| Clarify who is responsible for planning. Contact persons of the companies involved. These should then also be present at the hackathon. | |
| Set a specific date. | |
| Clarify responsibilities. | |
| First advertising in form of advertising in meetings, LinkedIn post, mailing list or similar. | |
| Clarify which advertising measures are required (see checklist advertising). | |
| Determine venue. | |
| Set the theme for the hackathon and apply it to the design. |
Checklist advertising
| Topic | Task | |
|---|---|---|
| Social Media | Create content plan. |
| Which accounts/people/companies have to be mentioned as well. | |
| Which persons must agree to a publication. | |
| Should hashtags be used, if yes which ones. | |
| Newsletter | Create content plan with possible content and frequency. |
| Website | Content plan: Blogposts. |
| Info landing page. | |
| Registration page. | |
| Special newsletter or just regular. | |
| Other placements | Spread the word in meetings or at other events. |
| Media | Should be changeable, specify target audience, language, sources. |
| Media suggestions | Video, images, PDF, texts, merch, graphics. Everything should be planned in advance precisely date, type, releases, scope, size, etc. |
| Graphics | Set design motto. |
| Key metrics | Should the success be tracked by key metrics, if so which ones. |
Checklist 5 months before Hackathon
| Date | Task | |
|---|---|---|
| Clarify if extra merch is desired and start looking for vendors. Order samples. | |
| Discuss concrete advertising measures. | |
| Check hotels (see checklist hotel). |
Checklist hotel
Iportant things
- Availabilities in the period.
- Way from the hotel to the hackathon.
- Parking at the hotel.
- Way from train station to hotel.
- Checkin / Checkout times.
- Check barrier-free accessibility.
Nice-to-have things
- Bar in the hotel, for relaxed sitting together in the evening.
- Clarify whether employees from on site are also allowed in the bar.
- Clarify whether reservations must be made in the bar, if so, reserve for the evening before.
- Possibility of contingent reservation.
Checklist 4 months before Hackathon
| Date | Task | |
|---|---|---|
| Determine hotel final and make recommendation. Possibly reserve contingent if the hotel offers it. | |
| Find the location for the evening before (see checklist for evening before location). | |
| Start organizing venue. (See checklist rooms 1). | |
| Roughly plan evening event (consider volume level and space available). | |
| Promotional drumbeat. Social media, website, meetings, newsletter. | |
| Order special merch. | |
| Organize merch in general (see merch checklist). | |
| Start collecting statements that need to be sent around. (Privacy statements, photo statements, data center statements, security statements). | |
| Rough sequence of events to be able to plan more precisely at a later date. |
Checklist for evening before location
- Volume level.
- Consider food possibilities.
- Enough space.
- Availability.
- If intermediate change from A to B, then plan and include firmly in the plan.
- If it is necessary to choose two locations because of food, drink, coziness, distance to the hotel: plan both, ask for and book them.
- Ask for flexibility in the reservation. If more people come as registered.
- Plan times.
- Price / performance ratio should fit.
- Way from the hotel to the evening before location.
Checklist rooms 1
- Space available (Enough space available for: Work area, meet-up area, no-photo area, break room, restrooms?).
- Provisional room plan.
- How long are the rooms available?
- Are there any legal/corporate issues to consider?
- Do declarations need to be signed to enter the premises?
- List what hackathon relevant equipment is on site and if anything needs to be organized. For example, screens, whiteboards, power sockets if necessary, tables, chairs, wi-fi, etc.
Checklist merch (examples)
- Ballpens
- Lanyards
- Notepads
- Stickers
- ID card / name badge covers
- Name badges
- Snacks
Checklist 3 months before Hackathon
| Date | Task | |
|---|---|---|
| Required declarations (photo/video usage rights, data center, premises, etc.) are available as a form. Have a look if you can have | |
| them confirmed with the registration. Otherwise as a circular email to all who register with the registration confirmation. Well | ||
| visible. For the photo/video declaration: Give the option of refusing and explain the variant with the no-photo dot. | ||
| Promote again: Website, social media, newsletter, meetings, circular email, etc.... | |
| Make reservations for pre-evening event. | |
| Plan evening event and reserve location / tables (see checklist evening event). | |
| Create a provisional schedule. | |
| Eventually invite people separately. (Special guests). | |
| Schedule start time and arrival time. Allow enough time for everyone to arrive. | |
| Set presentation time and end time. | |
| Define arrival time evening event. Leave enough time to change, but also do not define too long. | |
| Schedule a fixed cleanup time. | |
| Plan break time. | |
| Activate login page. |
Checklist evening event
- Volume level (It should be possible to have relaxed conversations)
- Available space
- Price / performance ratio should be suitable
- Check availabilities
- Snacks should be possible
- Request flexibility with reservation (number of participants)
- Actions would be a nice-to-have, everyone has been sitting and working all day, so it's good to have a change.
- Way from the hotel to the evening location.
Checklist 2 months before Hackathon
| Date | Task | |
|---|---|---|
| Start collecting goals and topics. | |
| Work out goals and topics yourself. | |
| Check results from the checklist rooms 1 again. | |
| Go through checklist rooms 2. | |
| Advertising (social media, mailing list, website, blog post, newsletter, room plan video, etc). | |
| Go through checklists again in general, was anything forgotten? | |
| Plan food for the break. | |
| Plan snacks / breakfast (See snacks checklist). |
Snacks checklist
Breakfast examples
- Sandwiches (rolls)
- Pretzel sandwiches
- Sandwiches (toast)
- Cocktail tomatoes
Snack exemples
- "Kinder Schokobons"
- "Kinder Schokoriegel"
- "Kinder Duplo"
- Hanuta
- Gummy bears
- Apples
- Bananas
- Nuts
- Grapes
- Dried fruits
- Salted sticks
- Salted pretzels
Vegan snack examples
- "Katjes Fruchtgummi"
- "Katjes Lakritz"
Checklist rooms 2
- Create a room plan for publication. In it, work areas, break areas, no-photo area, meet-up places should be clearly visible. Gladly also again as a video.
- If necessary route map.
- Is wifi available without any problems?
- Where will drinks be located?
- Where to set up snacks?
- Where the food for the break?
- Are there enough plates, cups, glasses, cutlery, napkins, and bowls for snacks?
Checklist 1 month before Hackathon
| Date | Task | |
|---|---|---|
| Fix and publish the agenda. | |
| Check the declarations once again, has every declaration been send, have any answered yet? | |
| Check reservations, expand if necessary. | |
| Check whether all possible special features have been observed (location etc). | |
| Pre-order food for in-between meals and for the lunch break. | |
| Plan drinks, type and quantity (don't forget coffee, tea, milk, sugar). |
Checklist 1 week before Hackathon
| Date | Task | |
|---|---|---|
| Print statements and forms. | |
| Advertise again. | |
| Make a list for the snacks (See for inspiration checklist snacks). | |
| Pre-order the food, if necessary, check whether the quantity still fits with the registrations. | |
| Depending on expand. Firmly plan transport / pickup / delivery. | ||
| Create a room plan with the topics, where, when, what takes place. | |
| Organize drinks. | |
| Determine the time when the helpers / organizers meet. | |
| If necessary create / organize lists and visitor cards. |
Checklist one day before Hackathon
| Date | Task | |
|---|---|---|
| Buy snacks. | |
| Contact food supplier again if the delivery date is suitable. | |
| Check technology for functionality. | |
| Send around the room plan with the topics by email. | |
| Prepare rooms if necessary / possible. | |
| Put drinks in the refrigerator. | |
| Provide coffee machine. | |
| Provide dishes. | |
| Label rooms. | |
| Check visitor cards and lists for completeness. |
Checklist Hackathon Day X
| Time | Task | |
|---|---|---|
| Place snacks on the tables in small bowls or similar. | |
| Distribute merchandise. | |
| Have declarations and forms ready for late deciders. | |
| Have lists and visitor cards ready if necessary. | |
| Check drinks in an interval. | |
| Make coffee if necessary. | |
| Provide tea, coffee, milk, sugar. | |
| Provide breakfast / snacks. | |
| Pick up lunch. | |
| Lunch "build up" | |
| Cleanup | |
| Keep an eye on the process (keep times a little bit). | |
| See if everyone feels picked up, no one is bored. | |
| Makes Photos. |
Checklist after Hackathon
| Date | Task | |
|---|---|---|
| Collect photos and provide them in a link for review and approval. | |
| Create and send feedback sheet. | |
| Create Blog Post Article. | |
| Eventually create retro video. | |
| Create social media posts. (After all approvals). | |
| Prepare debriefing. | |
| Summarize and process feedback. |