Logistics...
It's all in the details... (aka Logistics)
1. RUN OF SHOW
A run of show is a fleshed-out schedule for organizers that detail everything that’s happening before, during, and after the social coding event in each room and what each organiser is doing.
People you might need the day of (please ask them in advanced!):
- Someone with a car to run errands
- Mentors with software/hackathon experience (recommended not required)
- Adult supervisors (One for every ~35 attendees: a responsible organiser, or parent of an organiser, who is over 18 typically works, make sure they can be trusted of course; the venue may also have someone available)
- Person trained in first-aid (important!!! you can use your event funds if you really need to so that one of your organizers can get a first aid certification)
2. SHIPPED PROJECTS
ALL teams need a SHIPPED Project. PLEASE make this clear at the OPENING CEREMONY
It is on you, Point of Contact or organizer, if people don't ship. We chose you to run a good event. This is how we measure if you do a good job.
3. VOTING
Submissions WILL be pushed back by 30 minutes (historically acurate fact, even at the most successful events). This half an hour will possibly be the most stressful part of your event as you'll have 30+ teens struffling with last minute bugs, issues, and fixes.
Voting will be done through podium.hackclub.com. Submitting their projects through Podium automatically ensures their project is shippable (aka playable on another device).
Podium will check if someone’s link works and is viable, and once they’re approved you can give attendees their t-shirts!
Podium allows peer-voting. We encourage you to set up a booth-like space and for participants to circulate and vote their favorite on Podium. Expo/science fair style. People will walk around to see demos of others’ projects and, once everyone has gone around, open voting on your event and let people choose their favorites!
4. Prizes
Say it out loud: The point of a hackathon is not the prize.
We want a helpful, encouraging environment. Not a competitive, Banking-esque one.
Giving a prize for the top 3 is usually the deal, but this can change depending on your event (and budget).
Also, most events have “special categories” like Funniest or Best Design. These are organizer’s-pick, so that’ll have more logistics (organizers will have to gather in a room and talk, etc).
5. WAIVERS
Use the parent emails in the sign-up form. We’ll email all parents 3 weeks before the hackathon to remind them the event is happening, and a week before the hackathon to remind them to sign their child’s waiver, and ask them to tell other parents so they can spread the word. But we want you to as well.
They’re parents, so they have sympathy towards kids (especially since they’re a parent of teenagers). Use it.
Just don’t spam.