Hackathon

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The Notion template for this hackathon event has been meticulously structured to align with every critical phase of the planning and execution process. Designed specifically for an in-person hackathon hosting approximately 200 participants, it guides the organizing team through five distinct categories of tasks: Event Concept and Planning, Logistics and Resources, People and Staffing, Marketing and Promotion, and Post-Event Wrap-Up. Each section is populated with practical task items that reflect the fast-paced and multi-layered nature of hackathon management—from initial brainstorming to community follow-through.
In the Event Concept and Planning section, tasks guide users through defining their goals (e.g., fostering innovation, recruiting developers), establishing a compelling event theme (such as "AI for Social Impact"), setting a realistic budget in Notion, selecting an accessible venue, and mapping out critical planning milestones. For instance, users would enter tasks like "Finalize judging criteria," "Confirm hackathon theme with sponsors," or "Secure weekend venue availability," each assigned with due dates, owners, and priority levels.
The Logistics and Resources section dives into the operational backbone of the event. Tasks here cover everything from drafting a minute-by-minute event-day timeline to coordinating vendor drop-offs and sourcing essentials like power strips, Wi-Fi boosters, and catering. For this hackathon, tasks such as "Rent 30 folding tables," "Confirm Wi-Fi setup with tech vendor," or "Distribute swag bags at check-in" would be included. Specific vendor contacts, pricing estimates, and material delivery times can all be referenced directly within linked budget and document entries.
Under People and Staffing, the focus shifts to human infrastructure. This includes assigning event-day responsibilities (e.g., registration desk, stage management), scheduling and conducting training sessions for volunteers, and coordinating with mentors and judges. Custom tasks might include "Schedule volunteer briefing call," "Send mentor check-in calendar invites," or "Draft and print staff quick-reference cards." Every action is tracked to ensure every individual — from the emcee to the floor support volunteers — is empowered and prepared.
The Marketing and Promotion and Post-Event Wrap-Up sections round out the workflow. Marketing tasks would cover planning and launching multi-channel campaigns, managing registration platforms, and co-promoting with sponsors. Examples include "Publish teaser post on LinkedIn," "Email code of conduct and hacker checklist to participants," or "Create sponsor spotlight content." Post-event wrap-up tasks such as "Collect feedback surveys," "Send thank-you notes to mentors," and "Compile photo and video highlights" ensure the experience doesn’t just end — it builds momentum for future events.
Beyond task management, the template includes dedicated spaces for Budget, Attendees, and Documents — each essential for centralized planning. In the Budget section, users can log all event-related expenses like venue rental, catering, A/V equipment, and promotional materials, complete with categories, costs, vendor details, and receipt attachments. The Attendees section lets organizers manage participant information, including contact details, registration status, and bios for judging relevance. Lastly, the Documents section serves as a centralized repository for contracts, sponsor kits, waivers, media content, and important URLs, keeping everything accessible and well-organized throughout the planning cycle.