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Hackon_Notes.md

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#Hackcon Notes Notes from talks on first time hackathon organizers.

Intro Notes

  • Most hackers only go to one hackathon
  • Usually going in order to learn
  • Deliver an experience to highlight the school and learning.
  • Avoid starup creation thinking. Not everything cool made at a hackathon is made to make money.
  • Meet people and build a community.

Logistics

  • Themed small rooms hacking spaces as an alternative to big open room.
    • Check occupancy limits for labs at ECS,
  • 2.5 outlets for hackers
  • Check The Lab/Venturehive
  • No cash prizes. Instead give Hackables.
  • 2 months from event, workshop prepping.
    • Possible talk to the Lab's ruby guy
  • 1 month out: Establish a headcount, buses, swag, food, schedule, check emergency tools/procedures for event.
  • 1 week out:
    • send reminders to sponsors, vendors, students,
    • prepare volunteers.
    • Costco Run for snacks
    • Create a run of show
Day Of Hackathon
  • Pre setup
    • Set up place for registration
    • Welcome Sponsors
    • Put out food
    • Tech Check, power & wifi
  • Opening Ceremonies
    • Selfie
    • API Demos
  • During Hackathon
    • Team Formation Workshop
    • Put out Energy drinks
    • Keep Social Media Going
    • Stay visible
    • Keep putting out snack
    • Multiple Snack Access Points
    • Project Submissions logics
    • Hackathon Submission "Closes earlier"
  • Judging
    • Presentation Or Expo
    • Respect Participant's time
    • Thank everyone
  • Post Event
    • Follow up with hackers, sponsors, mlh
    • Settle Books
    • Keep tack of Success Stories

Budgeting

  • Cost per attendee
  • Budget
    • Food/Snacks, Shirts/Swag, Prizes, Venue, Misc
    • $7 / person for food per meal
    • $4 - $10 per shirt/swag
    • $3,300 per Bus
    • Be mindful of Payment Cycles
    • Emergency Fund

Sponsorship

  • WATCH: MLH's Sponsorship workshop
  • Note recruitment as a sponsor goal. Creative ways of delivering possible recruits to them.
  • Note Q1 and Q4 are key times to look for sponsorship $$ from companies.
  • Over Deliver, thank you notes, event recap & photos.
  • Negotiate
  • Inventory of deliverables for sponsors to buy from.

Promoting hackathons

  • Highlight hacker stories
  • Show growth

Team Building

  • Get Freshman
  • Faculty. (Recruit Steve Luis).
  • Slack, email, hangouts

Misc

  • Recruiters = $$$
Sponsorship tiers aims
  • Lowest - startup
  • Middle - Recruiters
  • Top - Brand and recruit

####Sponsors want

  • Basic Branding/ Swag
  • Table/Space
  • Tech Talk
  • Resumes
  • Give out Prizes

Vendors

  • Brand Makers
  • Custom Ink
  • Tee Spring