8-Week Hackathon Countdown¶

A week-by-week checklist for first-time organizers. Each week builds on the previous one — don't skip ahead. Items marked [BLOCKER] will stall everything downstream if not done.

Shorter runway? If you have less than 8 weeks: weeks 7–6 are the critical path. Everything else can be compressed. The non-negotiables are: venue, admin approval, and at least 2 judges.

Week 8 (8 weeks out)¶

Goal: Lock the basics so everything else has a foundation.

[ ] Choose your date (avoid exam periods, major sports events, school breaks)
[ ] Identify your venue options (school gym, cafeteria, library, computer lab)
[ ] [BLOCKER] Submit the venue request to administration — this takes longest
[ ] [BLOCKER] Start the admin approval conversation (see Admin Buy-In guide)
[ ] Identify a faculty advisor and confirm they're on board
[ ] Create a shared folder (Google Drive, Notion, etc.) for your organizing team
[ ] Define your event format: duration (8h / 12h / 24h), team size, theme (if any)

Milestone: By end of week 8, you have a tentative date and a faculty advisor who has said yes.

Week 7 (7 weeks out)¶

Goal: Money and sponsors.

[ ] [BLOCKER] Apply to HackClub Bank for fiscal sponsorship + seed grant
[ ] Build your initial sponsor target list (start with Devpost mining)
[ ] Send Email 1 to your first 10–15 sponsor targets
[ ] Draft your event budget (even a rough one): food, prizes, printing, misc
[ ] Create a basic event page or registration form (Eventbrite, Google Form, or Devpost)
[ ] Announce the event to your school's CS/robotics/math club email lists

Milestone: By end of week 7, you've applied to HackClub Bank and sent your first sponsor emails.

Week 6 (6 weeks out)¶

Goal: Confirm venue and open registration publicly.

[ ] [BLOCKER] Get written confirmation of venue from administration
[ ] Send Email 2 (follow-up) to sponsors who haven't replied from week 7
[ ] Send Email 1 to a second batch of 10–15 sponsors
[ ] Open registration publicly — announce to the whole school, not just CS clubs
[ ] Recruit your first volunteers (2–4 people to help on event day)
[ ] Begin recruiting judges: reach out to 6–8 targets (you need 2–3 confirmed)
[ ] HackClub Bank approval should arrive around now — complete onboarding

Milestone: By end of week 6, your venue is locked in writing and registration is open.

Week 5 (5 weeks out)¶

Goal: Nail down prizes and keep the pipeline moving.

[ ] Follow up with all sponsor contacts who haven't responded (Email 3 / final email)
[ ] Confirm at least 2 judges in writing; send them the judging rubric
[ ] Define your prize structure (1st, 2nd, 3rd — plus any category awards)
[ ] Get at minimum a verbal commitment for prizes (cash, gift cards, hardware)
[ ] Post on social media / school channels — include a registration link
[ ] Create a simple event schedule (opening, hacking, meals, judging, awards)
[ ] Confirm catering or food plan — get at least one food sponsor (see zero-budget guide)

Milestone: By end of week 5, prizes are defined and at least 2 judges are confirmed.

Week 4 (4 weeks out)¶

Goal: Logistics and headcount.

[ ] Check registration numbers — if below 20, activate participant recruitment tactics
[ ] Confirm all sponsors in writing; collect logos for website/materials
[ ] Brief all confirmed judges on format, rubric, and logistics
[ ] Order or arrange prizes (allow shipping time)
[ ] Draft the opening ceremony script (15–20 min max)
[ ] Identify your AV needs (projector, microphone, extension cords, power strips)
[ ] Create a day-of volunteer assignment list

Milestone: By end of week 4, you have a realistic headcount and all prizes are ordered.

Week 3 (3 weeks out)¶

Goal: Get to "can't be cancelled."

[ ] Send a reminder to all registered participants with event details
[ ] Finalize your food order (headcount + dietary needs — add 20% buffer)
[ ] Print any materials: name tags, judging sheets, sponsor logos, schedule
[ ] Confirm all judge attendance; add one backup judge if possible
[ ] Test AV in your venue room
[ ] Prepare your opening ceremony slides
[ ] Create a participant FAQ / info email to send 1 week out

Milestone: By end of week 3, the event could happen without you finding new sponsors or judges.

Week 2 (2 weeks out)¶

Goal: Reduce day-of unknowns.

[ ] Send participant info email: location, schedule, what to bring
[ ] Send judge logistics email: parking, arrival time, rubric, judging schedule
[ ] Do a walkthrough of your venue with at least one teammate
[ ] Confirm food delivery/pickup time and location
[ ] Test your submission platform (Devpost, Devfolio, or Google Form)
[ ] Prepare backup plans: what if the projector fails? What if food is late?
[ ] Final sponsor check — any pending invoices or deliverables?

Milestone: By end of week 2, everyone who needs to be somewhere knows where to be.

Week 1 (1 week out)¶

Goal: Ready to execute.

[ ] Send final reminder to all participants (day/time/location/what to bring)
[ ] Confirm volunteer roles and arrival times
[ ] Pick up or confirm delivery of prizes
[ ] Prepare the organizer kit: tape, markers, extension cords, printed schedules, name tags
[ ] Set up the submission platform and test it with a fake submission
[ ] Write your personal day-of checklist (see Day-of Runsheet)
[ ] Get enough sleep. Seriously.

Milestone: By end of week 1, you could brief a new volunteer and they could run the event.

Day of¶

See the Day-of Runsheet for hour-by-hour guidance.

After the event¶

[ ] Send thank-you emails to sponsors, judges, and volunteers (within 48 hours)
[ ] Post photos on social media and tag sponsors
[ ] Collect participant feedback (a 3-question Google Form is enough)
[ ] Export your sponsor tracking sheet — use it as a head start for next year
[ ] File the GitHub issue to tell us what worked (see Adoption Tracking)

Part of the Equity Pack. See also: Day-of Runsheet