HACKATHON PREPARATION
INGREDIENTS
Preparation Time (Time to set everything up before your hackathon event begins)
Cooking Time (Time to run the whole hackathon event)
Purpose/Goal
To prepare all the ingredients that you need for your local hackathon event.
Desired Outcomes
A successful hackathon event.
Serving size:
one group of 20 to 30 people
Preparation time:
up to 6 hours
Cooking time:
8 – 12 hours
INSTRUCTIONS
STEP 1: CHOOSE YOUR CHALLENGE
When organizing a hackathon, decide whether participants will tackle one broad challenge or multiple specific challenges within a theme.
A BROAD CHALLENGE allows for a wide range of innovative solutions while keeping participants aligned with a central theme. It also encourages creativity, interdisciplinary collaboration, and potential industry partnerships.
Example: Building Sustainable Food Systems
Participants can explore various aspects of food sustainability, from production to consumption, identifying unique problems and crafting tailored solutions.
Specific Challenge
If you prefer a more focused hackathon, breaking the theme into specific, well-defined challenges can help teams address pressing issues with targeted solutions. You can use multiple specific challenges in one hackathon.
Examples:
- Fighting Food Waste
- Rethinking Junk Food
- Improving Farming for the Future
- Boosting Local Food Production
- Growing Local Food Markets (e.g. through Community-Based Agriculture)
- Making Nutritious Food Available for Everyone
Make sure that you create a clear challenge statement. Whether you decide to go for a broad or specific challenge, provide a brief description that clarifies the challenge. Share this challenge as you promote your hackathon event to build excitement and attract participants.
STEP 2: PREPARE YOUR EVENT STRUCTURE
Food for Good Club Hackathon is an intensive event with hands-on learning, team collaboration, and mentorship. Over 8-10 hours, participants will go through facilitated workshops, team work, mentoring sessions, and a final pitch presentation, all designed around a “learning by doing” approach. Each workshop or mentoring session gives teams time to apply insights in their project work. Rotating between workshops, mentoring, and teamwork serves to build skills.
Choose a date for your event! Will it be on one day or multiple days? If it’s multiple days, will they be in a row or have breaks in between?
Example of an event structure:
- Mentor Preparation Workshop (60-90 minutes)
- Setting the Scene (60 minutes)
- Workshop: Idea Generation (20-25 minutes)
- Workshop: Research & Problem Definition (60 minutes & 30+ minutes optional time for teamwork)
- Workshop: Customer Persona and Value Proposition (40 minutes & 30+ minutes optional time for teamwork)
- Mentoring Session (20 – 30 minutes per team)
- Workshop: Prototyping (60 minutes & 30+ minutes optional time for teamwork)
- Workshop: Business Models & Finances (60 minutes)
- Mentoring Session (20 – 30 minutes per team)
- Workshop: Pitching (160+ minutes)
- Workshop: Next Steps (SMART Goals) (50 minutes)
- Workshop: Advocacy for Hackathon Impact (60 minutes)
TEAM WORK
Throughout the hackathon, it’s important to give participants dedicated time for teamwork. This allows them to reflect, discuss ideas more deeply, and apply what they’ve learned. Depending on the structure and available time, these teamwork sessions can last anywhere from 15 minutes to an hour and can be used for various activities.
Teams can take this time to conduct field research, such as surveys or interviews, to better understand their target audience and validate their problem. They can explore the market landscape, assess how many people in the local community are affected by the issue, and refine their value proposition. Teamworks is also a great opportunity to work on pitch preparation, budget planning, or other crucial aspects of their project.
If possible, allow teams to come earlier or stay after hours at an in-person event to collaborate further. For online hackathons, it’s essential to establish team communication channels from the beginning so they can stay connected outside of the main working sessions. If the hackathon takes place over multiple weeks, encourage and remind teams to schedule regular meetups to work on specific assignments and strengthen their project.
The more time teams spend together, the stronger their collaboration will be, leading to better ideas and a deeper understanding of their project.
STEP 3: RECRUIT PARTICIPANTS
Recruit Locally or Online
Reach out to young people in your area, or extend your reach online to include a diverse group. Include your challenge and time and place of the event in the invitation.
Create an Application Form
Keep it simple but informative. Here’s a sample form to get started:
- Name & Surname
- Email Address
- Team Name (if the person has already connected with other individuals and formed a team)
- Team Members’ Names & Email Addresses
- Challenge Selection (if you decided to go for multiple specific challenges) ask what specific challenge in their community would they like to solve?
- Pitch the Idea: If they already have an idea for a solution to a challenge they should describe it in a few sentences.
- Don’t forget the security of participants’ data! Ask for consent for Photos/Videos: “By participating in this event, I agree to be photographed for promotional purposes.”
Tips for Participant Selection
- Accept both individual and group applications. Some may already have ideas for a solution, while others are just beginning. Forming diverse teams encourages fresh ideas.
- Teams of 2–5 participants work best, keeping collaboration lively but manageable.
- Aiming for around 20 participants creates an ideal setting for teamwork and personalised support, but adjust as needed.
STEP 4: PREPARE THE PROCESS SHEET
A process sheet serves as an event roadmap, guiding teams through each step of the hackathon. While not mandatory, it can be highly beneficial for both organizers and participants as it shows step by step all the topics and assignments. Tailor the process sheet to fit your hackathon’s focus and desired outcomes.
Consider including
- Key milestones and deadlines
- Judging criteria
- Team collaboration guidelines
- Available resources and support channels
- Ways to create & display the process sheet
Choose a format that best suits your event and audience
- Physical Display: Flipcharts, collage paper, or posters placed in the room
- Digital Tools: Excel sheets, PowerPoint presentations, or online whiteboards
- Interactive Options: Platforms like Padlet or shared collaborative documents
TIPS!
- Let participants have fun! Add team-building challenges to your process sheet like “Create a crazy team photo!” or “Design a team ritual.”
STEP 5: SET UP THE SPACE (IN-PERSON & ONLINE)
In-Person Setup
- Arrange tables and materials (paper, markers) for each team.
- Create a quiet workspace for mentoring sessions and pitch practice.
- Start and end with networking sessions for team building.
- Aim for a zero-waste setup by using reusable materials and organizing recycling/compost stations.
Online Setup
- Use a video platform with breakout room tools.
- Establish a messaging channel for real-time communication.
- Do a technical check and introduce the tools at the start.
TIPS!
- Start early with logistics, including mentor confirmations and participant invitations.
- Make sure each team has a clear understanding of their tasks.
- Consider adding fun breaks or short activities to keep energy levels up.
More Cooking Tips for a Successful Hackathon
- Build relationships by starting with introductions and team-building activities.
- Encourage sustainability by going paperless, using compost stations, and educating participants on zero-waste practices.
- Use breakout rooms and mentors to help teams stay focused and supported.
- Follow up and check with participants and mentors if any additional help is needed.
