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.
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.
Make core decisions about format, theme, and dates before anyone knows you're planning.
Get financial approval and executive sponsorship before announcing.
Reserve venue or platform and confirm date with key stakeholders.
The Result
This day sets the trajectory for your entire hackathon. You're making the core decisions that everything else will build upon.
Your format decision affects budget, logistics, and participant experience. Choose based on your constraints and goals.
Easiest logistics, but you'll need creative ways to build energy and facilitate team bonding.
Creates natural energy and collaboration, but requires significant logistics planning.
Only choose if absolutely necessary - twice the complexity with challenges in both formats.
A good theme provides creative constraints without being limiting. It should inspire ideas while giving clear boundaries.
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.
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
Get budget approved and executive sponsorship before announcing. Nothing kills momentum faster than having to cancel or drastically reduce scope mid-planning.
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.