Hackathon Agenda Template: tips and tricks for a successful event

Looking for a solid hackathon agenda template? Hackathons have become an integral part of the technology and innovation landscape. Organizing a successful hackathon starts with a well-thought-out agenda template and a clear understanding of the hackathon process or methodology. In this article, we share valuable tips and steps to create an effective hackathon agenda template, ensuring your event becomes a resounding success. Need help planning your hackathon, both in preparation and on the event day? Feel free to contact us. We organize dozens of hackathons annually and are market leaders in the Netherlands and Belgium when it comes to hackathons. On average, it takes about 250-350 hours of preparation to organize a hackathon.

What is a Hackathon?

A hackathon is an event where programmers, designers, project managers, government officials, citizens, or other creative professionals come together to work intensively on a specific project or challenge within a short period. Hackathons can have various themes and objectives, such as developing new software, solving societal challenges, or promoting sustainable technologies. You can organize a hackathon for as short as half a day, but more often, a hackathon lasts at least one or two days, and sometimes participants even work through the night. The duration that best suits your event depends on the target audience, the complexity of the case, and the goals of your hackathon.

Why is a Good Hackathon Agenda Important?

A well-organized hackathon agenda template helps streamline the event and ensures that participants know what is expected of them. It helps create a productive environment where participants can make the best use of their talents. Moreover, a clear hackathon agenda template structures the event and helps achieve goals.

Steps to Create a Hackathon Agenda Template

Below is an overview of the key steps to develop an effective hackathon agenda:

1. Define the Hackathon’s Goal and Theme

Ensure the goal and theme of the hackathon are clear and specific. This helps participants to work efficiently and purposefully on the projects.

2. Choose Dates When Participants are Available

Select dates and times when most participants are available, and make sure there’s enough preparation time. On average, preparing for a hackathon with external participants takes about 3 months.

3. Find a Suitable Location

Choose a location that can accommodate the number of participants and offers necessary facilities, such as internet, power supply, and catering. Ideally, the venue should be inspiring, and participants shouldn’t be spread out across the building or on different floors. Hackathons work best in a large room where teams of 4-6 people can collaborate. Break-out rooms can also be useful for teams needing quiet spaces to work, but these should be close to the main room to avoid losing participants throughout the venue.

4. Set Clear Rules and Guidelines

Create clear rules and guidelines for the hackathon, including judging criteria, ownership rights of developed projects, and whether participants are comfortable with photos/videos being taken during the event in compliance with portrait rights.

5. Plan Activities

Determine which activities will take place during the hackathon, such as workshops, presentations, and networking moments. Especially for longer events, it’s important to build enough energizers into the hackathon agenda to keep participants engaged.

6. Set Time Allocation and Milestones

Create a detailed time plan with clear steps or milestones that teams should achieve. This depends on the type of case question. In highly technical or mathematical challenges, participants are often given more freedom, whereas for societal challenges, more structure may be beneficial. Every hackathon is unique. Want advice on what’s best for your hackathon/challenge? Feel free to contact us.

Sample Agenda for a Two Half-Day Hackathon

Below is an illustrative agenda for a two half-day hackathon. Keep in mind that this is just an example; depending on the case and number of participants, you may want to adjust the agenda.

Hackathon Agenda – Two Half-Day Event:

09:00 – 09:15: Introduction and Welcome

Welcome speech by the organizers

Explanation of the hackathon’s goal

Introduction of the hackathon process

09:15 – 09:45: Presentation of the Challenge by a Speaker

09:45 – 10:00: Team Formation

10:00 – 10:15: Break + Team Introductions

10:15 – 11:45: Immersing in the Challenge / Discussing Different Interests

11:45 – 12:30: Decision-making on the Focus / Redefining the Case Question

12:30 – 13:30: Lunch

13:30 – 15:30: Ideation and Project Development

15:30 – 15:45: Break

15:45 – 16:30: Team Pitches

16:30 – 16:50: Networking + Jury Deliberation

16:50 – 17:00: Announcement of Winners + Closing Remarks

Depending on the case question, you may want to adapt the steps above or further develop the steps in the hackathon agenda.