Hackathon Planning
Lock down the fundamentals before going public. These first 9 days set the foundation for everything that follows - no one needs to know you're planning yet.
Why Quiet Planning Matters
Most organizers announce first, then scramble to figure out logistics. This creates unnecessary stress and leads to 2 AM crisis management. Instead, use these first 9 days (Days 30-22) to quietly lock down the fundamentals while it's still a secret.
Lock Fundamentals
Make core decisions about format, theme, and dates before anyone knows you're planning.
Secure Budget
Get financial approval and executive sponsorship before announcing.
Book Resources
Reserve venue or platform and confirm date with key stakeholders.
The Result
Day 30: The Foundation Phase
This day sets the trajectory for your entire hackathon. You're making the core decisions that everything else will build upon.
Choose Your Hackathon Format
Your format decision affects budget, logistics, and participant experience. Choose based on your constraints and goals.
Remote
Easiest logistics, but you'll need creative ways to build energy and facilitate team bonding.
- Budget: $15-30 per person
- Tools needed: Video conferencing, virtual whiteboard
- Best for: Distributed teams, tight budget
In-Person
Creates natural energy and collaboration, but requires significant logistics planning.
- Budget: $50-75 per person
- Needs: Venue, food, WiFi, power, AV equipment
- Best for: Local teams, building culture
Hybrid
Think carefully before going hybrid - it combines the logistics of both formats.
- Budget: $40-60 per person
- Extra challenges: Audio/video setup, coordinating remote + in-person
- Best for: When you have no other option
Define Theme and Scope
A good theme provides creative constraints without being limiting. It should inspire ideas while giving clear boundaries.
Good Themes:
- "Improve [Department] Workflows" - Clear scope, measurable impact
- "Customer Experience Innovation" - Broad enough for creativity
- "Internal Tools We Wish We Had" - Practical and relatable
- "AI-Powered [Domain]" - Technology-focused with clear direction
Avoid:
- Too vague: "Innovation" (what kind?)
- Too narrow: "JavaScript dashboards only" (limiting)
- Too ambitious: "Solve climate change" (not achievable in 8 hours)
Days 29-28: Lock in Date and Venue
Choose the Right Date
Check for conflicts
Avoid: major holidays, quarterly deadlines, company all-hands, competitor events
Pick the right day
Friday afternoons work well for 4-hour events. Saturday for 8+ hour events. Avoid Monday mornings.
Duration
4-6 hours: Great for first-time organizers. 8 hours: Standard for most hackathons. 24+ hours: Only if you have experienced team.
Book Your Venue (In-Person)
For in-person events, venue availability often determines your date. Book early.
Capacity
Book for 80% of invited capacity (expect 60-70% attendance)
Must-haves
WiFi (test it!), power outlets, projector/screen, tables for teams, catering access
Nice-to-haves
Breakout rooms, whiteboards, natural light, easy parking
Days 27-22: Secure Budget and Champions
Get budget approved and executive sponsorship before announcing. Nothing kills momentum faster than having to cancel or drastically reduce scope mid-planning.
What Leadership Wants to Know
1. What's the total cost?
Be specific: "$3,500 for 50 people" not "around $3-4k"
2. What do we get for that money?
Expected outcomes: "10+ project prototypes addressing [pain point]"
3. Who's organizing it?
Show you have a plan and volunteers lined up
4. What happens after?
Plan for following up on winning projects
For more guidance on hackathon formats and planning, see Major League Hacking's Organizer Guide, a comprehensive open-source resource from the hackathon community.