Sample Schedule Overview

This schedule is for the organizers but there are key events that the participants need to be aware of too. It’s the MC's and Ambassadors' responsibility to make sure that everyone knows what the next 24 hours look like at all times. Also, consider having a large omnipresent countdown timer running.

Timeframe	To-do
2 months prior	Secure space: consider security, A/V, high capacity wi-fi, and live streaming capabilities
1 month prior	Send email to all event participants and let them know the format of the 3-day Hackathon, the logistics for each day, and application
Week of event	Visit space to test PA and video system. Ensure you're able to stream on Facebook live.
Thursday	Send email answering the following questions: Where? When? Bring your own water bottles; leave no trace What’s an Elevator Pitch? Team building exercise
Friday
7pm	Check-in; mix & mingle Check names against list of registered participants Have walk-ins register on an iPad (having more than one can help avoid a bottleneck) Create a name tag and list expertise (e.g., design, engineering, hustle, marketing, policy, product, research) Refreshments (don't forget non-alcoholic options) and light hors d'oeuvres
8pm	Welcome! Ambassador introduces Hackathon MC acknowledges sponsors MC pep talk; sync with organizers if this is your first time MC discusses pitch logistics for evening and weekend schedule
8:15pm	Elevator Pitches - Sample Pitch Process
8:30pm	Groups form, introductions and initial planning work begins.
12am	Go home!
Saturday
9am	Good, strong coffee Work until lunch Focus on project scope What does this thing do? What does this thing not do? Mockups Prototypes Plan of approach
12:30pm	Lunch & idea feedback while people eat Live QA with MC and “experts” (1-2 people) MC asks each team to summarize idea and scope of project MC and other teams challenge each idea and lend outside perspectives This should be fast-paced For participants: have a clear plan; know what you’re building and what you’re not building (sometimes more important!)
1:30pm	Work, work, work
6:15pm	Invite participants to an optional, lighthearted stretch, deep breathing, or aerobics/calisthenics session; think Richard Simmons
6:30pm	Dinner
12am	Go home
Sunday
9am	Light breakfast & coffee
12:30pm	Lunch
2pm	Dry runs Teams must perform a dry run in order to present live MC and any other startup pitch “experts” (1-2 people) give feedback If a live demo is available, trim introductory slides and emphasis the demo—cut the fluff, where possible Aim to have demos last no more than 5 minutes, including A/V setup For participants: try to be ready with a live demo. A deck of slides are a good backup. Make sure there is some call to action (e.g., “if you’re interested in hearing more, visit… and sign up with your email…”)
4pm	Open doors for Product Showcase
5pm	Demos! Ambassador gives another spiel about the event MC again acknowledges sponsors Optional keynote - try to keep it to 20 min Teams come up and give 5 minute presentations MC brings everyone up at the end to congratulate the teams MC does shout outs to a couple key players of the weekend (participants and/or organizers)