> For the complete documentation index, see [llms.txt](https://docs.hacktogether.guide/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.hacktogether.guide/hackathon-weekend-logistics/untitled.md).

# 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                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   |
| <p>1 month</p><p>prior</p> | 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                   | <p>Send email answering the following questions:<br></p><ul><li>Where?</li><li>When?</li><li>Bring your own water bottles; leave no trace</li><li>What’s an Elevator Pitch?</li><li>Team building exercise</li></ul>                                                                                                                                                                                                                                                                                                                                                                         |
| **Friday**                 |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              |
| 7pm                        | <p>Check-in; mix & mingle<br></p><ul><li>Check names against list of registered participants</li><li>Have walk-ins register on an iPad (having more than one can help avoid a bottleneck)</li><li>Create a name tag and list expertise (e.g., design, engineering, hustle, marketing, policy, product, research)</li><li>Refreshments (don't forget non-alcoholic options) and light hors d'oeuvres </li></ul>                                                                                                                                                                               |
| 8pm                        | <p>Welcome!<br></p><ul><li>Ambassador introduces Hackathon</li><li>MC acknowledges sponsors</li><li>MC pep talk; sync with organizers if this is your first time</li><li>MC discusses pitch logistics for evening and weekend schedule</li></ul>                                                                                                                                                                                                                                                                                                                                             |
| 8:15pm                     | Elevator Pitches - [Sample Pitch Process](/hackathon-weekend-logistics/sample-elevator-pitch-process.md)                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     |
| 8:30pm                     | Groups form, introductions and initial planning work begins.                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 |
| 12am                       | Go home!                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     |
| **Saturday**               |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              |
| 9am                        | <p>Good, strong coffee</p><p>Work until lunch<br></p><ul><li><p>Focus on project scope</p><ul><li>What does this thing do?</li><li>What does this thing not do?</li></ul></li><li>Mockups</li><li>Prototypes</li><li>Plan of approach</li></ul>                                                                                                                                                                                                                                                                                                                                              |
| 12:30pm                    | <p>Lunch & idea feedback while people eat<br></p><ul><li>Live QA with MC and “experts” (1-2 people)</li><li>MC asks each team to summarize idea and scope of project</li><li>MC and other teams challenge each idea and lend outside perspectives</li><li>This should be fast-paced </li></ul><p>For participants: have a clear plan; know what you’re building and what you’re not building (sometimes more important!)</p>                                                                                                                                                                 |
| 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                        | <p>Dry runs<br></p><ul><li>Teams must perform a dry run in order to present live</li><li>MC and any other startup pitch “experts” (1-2 people) give feedback</li><li>If a live demo is available, trim introductory slides and emphasis the demo—cut the fluff, where possible</li><li>Aim to have demos last no more than 5 minutes, including A/V setup</li></ul><p>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…”)</p> |
| 4pm                        | Open doors for Product Showcase                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              |
| 5pm                        | <p>Demos!<br></p><ul><li>Ambassador gives another spiel about the event</li><li>MC again acknowledges sponsors</li><li>Optional keynote - try to keep it to 20 min</li><li>Teams come up and give 5 minute presentations</li><li>MC brings everyone up at the end to congratulate the teams</li><li>MC does shout outs to a couple key players of the weekend (participants and/or organizers)</li></ul>                                                                                                                                                                                     |