Hackathon Planning Template
A complete planning framework for 24-48 hour hackathons covering team formation through final demos.
Hackathons compress months of product development into a single weekend, and the planning must be equally tight. Team formation rules, API and dataset provisioning, power and connectivity for dozens of laptops, judging rubrics, and prize distribution all need to be locked down before the first line of code is written.
This template walks you through pre-event logistics (venue, sponsors, challenges), day-of operations (check-in, meals, mentorship rotations), and post-event follow-through (winner announcements, project showcases, participant surveys). It works for corporate internal hackathons, university events, and open community hacks alike.
What's Included
Pre-Event Setup
- Challenge theme and problem statements
- Team formation rules and registration
- API and dataset provisioning
Day-of Operations
- Check-in and team assignment workflow
- Meal and snack scheduling
- Mentor rotation and office hours
Judging and Awards
- Judging rubric and scoring criteria
- Demo presentation format and timing
- Prize structure and distribution
Tips for Using This Template
Publish challenge statements at least two weeks before the event so teams can brainstorm before arriving.
Schedule mentor office hours in 30-minute blocks and post the schedule visibly — teams need guidance most in the first 6 hours.
Provide power strips and ethernet cables at every table — relying on venue outlets alone causes chaos.
Frequently Asked Questions
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