Introduction
Organising a successful hackathon requires careful planning and attention to detail. It is not just about bringing tech wizards under one roof; it’s also creating an environment that fosters innovation, collaboration, and passion.
Event organisers need to put themselves in the shoes of participants. Answer questions that will arise set up the perfect learning and networking environment, and craft rewards that give proper recognition to the participants who pour their heart and soul into the hackathon.
Even the little things matter. For example, participants may be too engrossed in their project to get lunch. That’s where you can come in and provide a better experience for them – cater meals and let them focus on what matters most: hacking.
Poorly done hackathons quickly turn sour – your time, effort, money, and energy, and worse, it can also tarnish your reputation. It is an intricate balance to strike- ensuring that all the logistics and other creative elements are combined to create a memorable experience.
- Define a Clear Purpose & Objectives
Defining objective: what is the primary goal of organising the hackathon?
When you understand the purpose of organising the hackathon, these will serve as guidelines for shaping your approach and ultimately measuring the event’s success.
The key to success lies in defining unequivocal goals for establishing the hackathon.
These guidelines must help you to identify potential talent or expand your brand’s visibility. A great partner like Angelhack, specialising in hackathons for organisations, can make a difference in a successfully planned event.
- Determine A Theme
The hackathon theme can be anything from broad or specific but should resonate with the participants. The theme has to align with the company-specific challenges, evolving technological trends, or societal needs.
Once the hackathon’s theme is determined, you must decide whether the event will occur in person, virtual, or offline, depending on your objectives and resources. You can read more about the formats and theme types on Angelhack.
Bonus Tip: Focus on making the theme more realistic, which can solve real-world problems.
- Organise, Organise & Organise
Organising a virtual event might look manageable, but an in-person or offline event might take a big team to make an event successful.
The formation of a team is required, which is responsible for different roles like logistics, marketing, technical support, and hackathon other essential elements.
- Look For A Venue And Appropriate Tools
If the hackathon is in person, the organiser must ensure the venue is accessible to all the participants. Moreover, there have to be clear instructions to reach the venue.
Set up a proper event workflow document so that every person present at the event is aware of their roles and responsibilities. The document should clearly mention when the event will occur, who will welcome the participants, and who will welcome mentors and judges.
Before the event kicks in, ensure each team member has at least one power strip and dedicated tables. There should be enough backup in case you will need help.
Focus on ready kits, types of equipment, and spare parts and ensure all the corresponding software is updated and working correctly.
- Attract Sponsors And Event Partners
For significant events, you will need sponsors to help you cover the cost of the event. Sponsors and event partners will give you something- space, goodies, cash, snacks- with the expectation that they get coverage or brand awareness from your event.
Consider what you are willing to give sponsors in return for their support. You will have to mention your sponsors during the opening and closing ceremonies.
It would help if you balanced engaging enough sponsors without compromising the outcome of your hackathon event. Before securing sponsors, figure out your budget venue, basically all the costs that will be covered from your end.
Bonus Point: Focus on providing enough lead time for planning an effective hackathon.
- Promote The Event
Do you know what’s a #1 disappointment in organising a hackathon?
Low attendance: assume there are fewer attendees than you imagine.
Reach out to the universities, send weekly newsletters, and give a daily push on social media. The more time you have, the better. It is essential to have a buffer between the main event, ideation, and event announcement.
To make the event successful and ensure maximum participation, event reminders can be sent through WhatsApp, email sequences, and paid marketing campaigns, or hire a company specialising in executing and organising the hackathons, just like AngelHack.
Design an appropriate Landing Page with precise hour-by-hour schedule details. Use this platform for registration, offer discounts, and increase participation.
- Start The Event With A Bang
Finally, when the d-day arrives, start the event with a blazing kick-off. The hackathon should begin with a good introduction, communicating clear rules and objectives to set a positive tone for the event.
Allow the participants to network, form teams, and share ideas. Assemble a diverse panel of judges and make sure that the participants & judges understand the criteria of the event.
Post-event, gather participant feedback and outline whether the objective of the hackathon has been achieved. Recognise the achievers, award the best performers, and engage the people in the event to network further.
The post-event analysis will give a clear picture of what has been achieved, allowing you to have a more focus-driven approach. Post the event, send a thank you note to all the participants with the event pictures and blog post with the link to social media.
Framework For Successful Hackathon
These 7 tips form the framework of organising a successful hackathon. Hackathons are not just about sponsorship but also about fostering creativity and community. Embrace the opportunity to be at the forefront of innovation and make a difference in the tech landscape with Angelhack.
