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Give Security a List of Names

If your venue has security, they'll need a list of names so they can let people in. Don't forget to include your own name!

Develop an Agenda

Your agenda will vary depending on the goal of your hackathon and it’s something that you should determine early on in your planning.

There’s a temptation to have hackathons become two day sprints with participants getting little to no sleep. However, if the goal of the hackathon is to develop prototypes versus fully working apps – you may not need really need to make a coffee run at 2 in the morning.

The formats for our event tend to follow this general flow depending on what we’re trying to accomplish:

7:00am Event organizers arrive to help set up.
7:30am Food/Coffee/Water arrives
8:00am Breakfast
8:30am Welcome (“Hi, welcome! Here’s the wifi password, the bathrooms are over there.”)
8:45am Education (“Here’s what we’ve done so far, here are some resources”) [You can also cover this in a pre-event]
9:00am Problem Set (“Here’s the problem I’m facing in the day-to-day”) [You can also cover this in a pre-event]
10:00am Q & A (“Would this be helpful?” “How does this activity work?”)
10:15am Break out to form teams and hack!
12:00pm Lunch served
4:00pm Hacking ends, judging begins (if applicable)
4:30pm Project winners announced (If applicable)

Variations on this include having the talking portion of the event happen on a Friday night. (This is particularly helpful if you’re trying to have working prototypes by the end of the event.) This allows for a full day (or full two days) of hack time.

If we’re doing more of an unconference event, the format will go something like this:

7:00am Event organizers arrive to help set up.
7:30am Food/Coffee/Water arrives
8:00am Breakfast
8:30am Welcome (“Hi, welcome! Here’s the wifi password, the bathrooms are over there.”)
8:45am unConference 101 (“Here’s how unconferences work”)
9:00am Icebreaker (“Everyone is going to form a line based on a statement. If you agree head to the right, disagree head to the left. OK, the weather is too cold!”)
9:30am Throw session ideas on the board, vote, assign rooms
10:00am First Session
11:00am Second Session
12:00pm Lunch served (Throw out and vote on afternoon sessions)
1:00pm Third Session
2:00pm Forth Session
3:00pm Group Returns & Report backs (Here’s what we talked about)

These are just general examples and in the course of running the event you may find yourself running a bit behind. We always assume that things are going to run over by about 15 mins and just prepare accordingly. (We sometimes use the lunch hour to make up for time.)

Reaching out to the Press

Reaching out to the press can be a great way to attract people to the event and to help tell your story after the event. Check out the Brigade Organizer playbook for tips on interacting with the press or tag the Brigade team in Slack.

First, Focus on the problem

Civic hackathons work best when focused on a specific problem set. The best way to highlight these problems is to bring in a subject matter expert who deals with the problem on an everyday basis. What to do a hackathon about crime? Better call the police department. Want to do something around housing? Recruit somebody from the local housing authority or somebody who runs a shelter. When trying to think about the needs and challenge of the front line, there’s no substitute for somebody who actually works in the front line to speak at your event.

You also shouldn’t wait until the day of the event to provide your participants with resources. By providing a resource list ahead of time (like this one we put together for the Chicago Police Department Safer Communities Hackathon) it helps get participants better prepare for the event. Hackathons may have challenge components, but that doesn’t mean everyone absolutely has to start from scratch.

Recruit Stakeholders

Civic hackathons work best when focused on a specific problem set. The best way to highlight these problems is to bring in a subject matter expert who deals with the problem on an everyday basis. What to do a hackathon about crime? Better call the police department. Want to do something around housing? Recruit somebody from the local housing authority or somebody who runs a shelter. When trying to think about the needs and challenge of the front line, there’s no substitute for somebody who actually works in the front line to speak at your event.

Take pictures and tweet!

Tweeting during your event and taking pictures will help document the event. This will come in handy when you blog about the event. It'll also let the community know what you're up to.

Ideas?

Put signs out

The day of the event you'll want to put signs out showing where the event is, where the restrooms are, wifi codes, social media hashtags, and other information.

Recruit Sponsors

There are a number of costs that are associated with running a hackathon including:

Food (We like deep dish)
Supplies (Pens, markers, paper boards, power strips)
Venue
Your time (Even if you volunteer, you’re still donating your time)

A variety of sponsors can help defray the cost of running your event. Reaching out to local businesses, community foundations, and startup groups is a great way to start. You can also get in-kind donations such as the use of the venue, food, and use of software platforms and hosted space.

Setup Chairs and Tables how you want them

Prepare Name Tags

Print out name tags from registration website.

Provide Pre-Event Resources

You also shouldn’t wait until the day of the event to provide your participants with resources.

By providing a resource list ahead of time it helps get participants better prepare for the event.

Hackathons may have challenge components, but that doesn’t mean everyone absolutely has to start from scratch.

Good examples of pre-event resources can be user stories, data sets, and contact information for subject matter experts who have agreed to coach participants.

Order Food

Remember to get vegetarian options!

Blog about the event

After the event, you should blog about the event so your community (and those outside your city) can see what you did.

After the event, be sure to send thank you notes to speakers, sponsors, and the venue

Check A/V

Audio and visual equipment can be a bit temperamental. It's best to check the A/V equipment the day before and get familiar with it so you can use be better prepared to use it. Keep in mind, nobody carries around the adapters to make things work with their specific computer and so you may want to check to see if they have at least a VGA, HDMI, Mini-HDMI adapters.

It may also be useful to have a spare USB. This way, you can at least be sure that your computer works and can transfer slides over if needed.

Get a good night's rest

It's going to be a busy day, try not to stay up too late the night before.

Setup your Social Media

Set up your social media hashtag a few weeks before your event. For CodeAcross, we use the #codeacross hashtag and for National Day of Civic Hacking we use #hackforchange. If you have your own hashtag that you use for your regular Brigade meetups - you can use that too.

Tweeting and posting throughout the day will help encourage other people in the community as well as help set up a timeline of events. This will make it easier to blog about your event later.

Find a Venue

Venues can make or break an event. A good venue will help you to ensure that the event runs smoothly, while a bad one will cause you to bounce around like a pinball trying to fix last minute everythings.

When we look for venues to run our events here’s a list of things we look for:

A location easy to get to, ideally near mass transit.
A wifi network that can handle a hundred people at once. (Not always easy)
The venue has either a lot of places to plug in or the ability to place more power strips out.
A venue that has projectors and screens.
A staff member that can be there during the event.
A venue can’t provide anything. Most of the time, this just means food. However, this can include other random items such as:

Dongles (Because nobody has a laptop that will connect to your projector. You need one that links to VGA, Mac to HDMI, Mac to VGA, and so forth and so on.)
Name Badges
Snacks, Water, and Pop (remember to bring the healthy stuff)
Power strips
Post-it notes
White Boards / Paper Easels
Microphones / PA system
Projector, Screen
USB Drives
Swag (laptop stickers, t-shirts)
Directional signage (Where’s the bathroom?)

Send Reminders to Attendees

Reminder email should include directions to event, what to bring, and wifi codes.

Recruit Participants

Once you have an agenda, it’s time to Recruit! Recruit! Recruit! People can get pretty busy and people can get even busier during the summer. In order to get people to your event you’ll need to start early. You can use your local organization’s email lists, social media accounts, contacts with local universities, companies, and news media to help spread the word.

The other things you’ll want to make sure of is that you recruit a diverse pool of participants. Reaching out to groups like the Chicago Women in Developers can be super-useful in doing this.

Additionally, you’ll also want to make sure you have a diverse skill set at your event.

The best teams at hackathons are comprised of a mix of skillsets including developers, user interface designers, data scientists, and subject matter experts.

There are a few strategies you can use to try to get a diverse group of people to your event including reaching out to Meetup groups (like other developer groups), contacting web development schools like DevBootcamp, and talking to local universities.

There’s a few ways that you can do registration for the event. For our groups, we like to use Meetup since it allows us to host discussions on the event page. It also help to carry the movement on afterwards since you’ll have people joining your meetup group when they register for the event.