Hackathons/Handbook

From mediawiki.org

Basics

Organizer team
Team roles and responsibilities.
Finances and sponsors
Sample budgets, how to find and approach sponsors
Venue and wifi
How to choose the right venue and how to set it up. From room sizes to help desk to sockets.
Prepare for emergencies
Make sure everyone knows what they should do when something goes wrong.
Diversity
What you can do to encourage diversity and inclusivity in the community.
Food, drinks, snacks
So important that they get their own chapter.
Timeline
A year of Hackathon planning.

Participants

Manage participants
Registration, scholarships, visa, travel, accommodation, payment process.
Newcomers
How to reach new participants and create an awesome experience for first-time attendees.
Volunteer roles
Give participants the option to contribute to the event in different ways, from venue setup to mentoring to blogging.
Stakeholders
How to get MediaWiki power-users and people who use MediaWiki in their business involved in the event.

Communications + Outreach

Promotion and press
Make your event known within the community and beyond, and find stories for the press.
Design and print materials
Everything from name badges and T-shirts to banners and info posters.
Communicate with participants
When to reach out to your participants and in what way. Email templates, Telegram channel, etc.

Schedule + Program

Program and sessions
Scheduling content and sessions before and during the event.
Social events
Karaoke, quiz night, dancing party or wine tasting – fun activities before and during the event.
Suggestions for future hackathons
Get inspired by a couple of new ideas from both participants and organizers, just waiting to be tried out.

Mentoring

Design Your Mentoring Program
Ideas and tips to help design a mentoring program that works for your own event and community
Mentoring Program Examples
Specific examples of past or ongoing mentoring programs & buddy programs
Mentoring Tips
Ideas, tips and lessons for mentors themselves

The Big Day(s)...

Event week
Show time! Prepare as best as possible by creating a plan of action and a packing list (general supplies).

... and what comes after

After the event
Wrapping up with participants, feedback, documentation and reporting.

More tips

Wikimedia specific

Page What's on the page? Is all relevant content on this page already included in the documentation on /Hackathons and its sub-pages?
m:Learning patterns/Writing a production schedule of event Tips for making a spreadsheet listing all logistics, roles, and tasks that need to take place during an event. Please link from somewhere
m:Wikimania_Handbook Big Handbook for all Wikimania organizers. YES
m:Wikimania_checklist A brief checklist as an addition to the Wikimania handbook. YES
m:User:Phoebe/Wikimania#Things_to_consider_and_tips Started by User:Phoebe, There are some great tips in there.  If you find useful tips here that aren't in the handbook already, please merge them into the correct section/chapter of the handbook!
User:Jean-Frédéric/Hackathon handbook A handbook started by User:Jean-Frédéric in 2014, after the London Wikimania Hackathon, before the major documentation for hackathon organizers was put into place. If you find useful tips here that aren't in the handbook already, please merge them into the correct section/chapter of the handbook!
m:Category:Hackathon_learning_patterns Learning patterns. If you find a useful pattern that's not linked already, please link it in the according section/ chapter of the handbook!
m:Category:Event_patterns Learning patterns. If you find a useful pattern that's not linked already, please link it in the according section/ chapter of the handbook!
m:Events/Checklist A small list of things to have during the event, not maintained, not complete. It could maybe me moved or redirected. YES
m:Events_kit A small selection of resources (not complete). YES
outreach:Event_planning_process

plus the Learning Pattern that breaks this down:

m:Grants:Learning_patterns/Event_planning_process

A link to this is included in /Hackathons/Before you start planning. YES
m:Events/FAQ Very brief, concerns stands and exhibitions booths. *not* targeted at hackathon organizers. YES
https://www.harihareswara.net/sumana/2011/09/01/0 Personal experience + Tips from Wikimedia hackathon organizer Sumana If you find useful tips here that aren't in the handbook already, please merge them into the correct section/chapter of the handbook!
https://lists.gt.net/wiki/foundation/312412 [Wikimedia-l] Run a local tech training event - I can help you start (2012-11-11) If you find useful tips here that aren't in the handbook already, please merge them into the correct section/chapter of the handbook

External guides