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Hackathon Communication

Great hackathons aren't just well-organized—they're well-promoted. The right communication drives registration, builds momentum, and keeps energy high from announcement to results.

Why Communication Strategy Matters

You can plan the perfect hackathon, but if nobody shows up or participants lose track of what's happening, all that planning is wasted. Communication is how you build excitement, drive registration, and maintain momentum throughout your event.

Without Communication Strategy

  • ✗Low registration despite great planning
  • ✗Participants forget about the event
  • ✗Constant "where do I submit?" questions
  • ✗Energy dies between announcement and event day

With Strategic Communication

  • Strong registration in first 48 hours
  • High show-up rate on event day
  • Everyone knows logistics and expectations
  • Momentum builds week-by-week

The Complete Communication Timeline

Don't wing it. Follow this proven email sequence from announcement to follow-up. Each message has a specific purpose and drives a specific action.

1. Launch Announcement (Day 21)

Goal: Drive immediate registrations

D-21

What to include:

  • • Clear subject: "Join us for [Hackathon Name]"
  • • Event date, format (in-person/virtual), duration
  • • Theme and what participants will build
  • • Prize pool and judging criteria
  • • Prominent "Register Now" button
  • • Registration deadline

2. Team Formation Launch (Day 14)

Goal: Get solo participants connected

D-14

What to include:

  • • Link to team formation channel/tool
  • • Participant directory (names + skills)
  • • Introduction template
  • • Ideal team size (3-4 people)
  • • Team formation deadline (D-7)
  • • Note: "Still solo? We'll help match you!"

3. Momentum Update (Day 10)

Goal: Maintain excitement and urgency

D-10

What to include:

  • • Current registration numbers
  • • Team formation progress
  • • Early team spotlights (if any)
  • • Reminder: judging criteria link
  • • Still accepting registrations

4. Pre-Event Logistics (Day 3)

Goal: Ensure everyone knows what to expect

D-3

What to include:

  • • Final team roster (if applicable)
  • • Event schedule with times
  • • Location/access details
  • • What to bring (laptop, charger, ideas)
  • • Submission guidelines and deadline
  • • Technical setup instructions

5. Day-Before Reminder (Day 1)

Goal: Minimize no-shows

D-1

What to include:

  • • "See you tomorrow!" subject line
  • • Start time and location (bold, top of email)
  • • Parking/access instructions
  • • Food schedule (breakfast at X, lunch at Y)
  • • WiFi password (if applicable)
  • • Organizer contact for day-of questions

6. Results & Thank You (Day After)

Goal: Celebrate winners, thank everyone

D+1

What to include:

  • • Winners with photos and descriptions
  • • Thank you to all participants
  • • Event highlights and stats
  • • Links to all project submissions
  • • Photos from the event
  • • Survey link for feedback
  • • "See you at the next one!"

The Daily Email Rule

From D-7 to event day, send daily updates. Even if it's just "2 days left!" Daily emails maintain momentum and prevent the "wait, was that today?" problem.

Launch Announcement Template

Your launch announcement is the most important email. Here's a proven template that drives registrations.

Copy-Paste Launch Announcement

Subject Line:
Join us for [Hackathon Name] on [Date]
Hi team,
We're excited to announce [Hackathon Name] on [Date]! This is your chance to build something innovative, work with teammates across the company, and compete for prizes.
Quick Details:
  • 📅 When: [Day, Date, Time]
  • 📍 Where: [Location or "Virtual"]
  • ⏱️ Duration: [X hours]
  • 🏆 Prizes: [Total prize pool]
  • 👥 Team Size: 2-4 people
The Challenge:
[1-2 sentences about the theme/challenge. Example: "Build tools that make our team more productive" or "Create innovative solutions for healthcare accessibility."]
How You'll Be Judged:
Projects will be evaluated on Innovation (30%), Technical Implementation (25%), Business Value (25%), and Presentation (20%). See full criteria here
What to Expect:
  • ✓ Breakfast and lunch provided
  • ✓ Team formation help if you're solo
  • ✓ Mentors available throughout
  • ✓ 5-minute presentations at the end
  • ✓ Live results and prizes
[REGISTER NOW BUTTON]
Registration closes [Date]
Can't wait to see what you build!

[Your name]
[Your title]
Pro tip: Send the launch announcement on a Tuesday or Wednesday morning (9-10 AM). Avoid Mondays (inbox overload) and Fridays (weekend distraction).

Day-Before Reminder Template

The day-before reminder is critical for minimizing no-shows. Keep it short, practical, and action-oriented.

Copy-Paste Reminder Email

Subject Line:
Tomorrow: [Hackathon Name] starts at [Time]!
Hi everyone,
We're one day away from [Hackathon Name]! Here's everything you need to know for tomorrow:
📍 Logistics
  • When: [Day, Date] at [Start Time]
  • Where: [Location with specific room number]
  • Parking: [Instructions or "N/A for virtual"]
  • WiFi: Network: [Name] | Password: [Password]
⏰ Schedule at a Glance:
  • [9:00 AM] - Check-in & Breakfast
  • [9:30 AM] - Kickoff & Rules
  • [10:00 AM] - Hacking Begins
  • [12:30 PM] - Lunch Provided
  • [4:00 PM] - Submissions Due
  • [4:30 PM] - Presentations
  • [6:00 PM] - Results & Prizes
What to Bring:
  • ✓ Laptop and charger
  • ✓ Your best ideas
  • ✓ Positive energy
Still solo? No worries! We'll have a team formation session at 9:30 AM.
See you tomorrow!

Questions? Reply to this email or text me at [Phone].

[Your name]

Beyond Email: Promotion Strategies

Email is your primary channel, but don't stop there. Use multiple touchpoints to maximize reach and build excitement.

Slack/Teams

Post in your company chat channels with updates and excitement-building content.

Launch day: Announcement + link to register
D-7: "One week away! [X] teams registered"
D-1: "Tomorrow's the day! Final reminders"
Event day: Live updates and photos

Manager Buy-In

Get managers to promote it in team meetings and 1-on-1s.

What to send them: Pre-written talking points
Key message: "Professional development + innovation"
Ask: "Can you encourage your team to participate?"

Visual Assets

Create shareable graphics for social media and internal channels.

• Event poster with date/time/prizes
• Countdown graphics ("5 days left!")
• Team formation reminder card
• Results announcement graphic

Past Winner Stories

If this isn't your first hackathon, leverage past success stories.

• Share what past winners built
• Show which projects became real features
• Include testimonials from participants
• Build FOMO with "you should've been there"

Communication Best Practices

Always Include Next Action

Every email should have a clear call-to-action. "Register now," "Find your team," "Submit by 4 PM." Don't leave people wondering what to do next.

Make Dates Bold

People skim emails. Make dates, times, and locations impossible to miss with bold text and visual breaks.

Show Progress

Share milestones: "50 people registered!" "10 teams formed!" Social proof drives more participation.

Keep a Consistent Tone

Match your hackathon vibe. Competitive event? Use bold, energetic language. Learning-focused? Be encouraging and supportive. Stay consistent throughout.

Previous: Judging

Fair scoring and rubric templates

Next: Technical Setup

Infrastructure and testing checklist