Hackathon Field-by-Field Setup Guide
This guide explains each field when setting up a hackathon assistant, ensuring you configure everything correctly for a successful event.
Hackathon Identity
Hackathon Name *
Purpose: Official name participants will recognize
Example: "HackUNC 2024", "AI for Good Hackathon"
Theme/Focus *
Options: General, AI/ML, Web Development, Mobile Apps, Hardware/IoT, Social Impact, Blockchain, Gaming, etc.
Why it matters: Helps the assistant provide relevant resources and understand context
Duration
Typical options: 24 hours, 36 hours, 48 hours, Weekend, Week-long
Event Logistics
Event Type *
In-Person, Virtual, or Hybrid
Start Date & Time *
When check-in/registration begins (include timezone!)
Hacking Begins
When participants can officially start coding (often after opening ceremony)
Submission Deadline *
CRITICAL: Exact time when projects must be submitted. Make this very clear!
Example: "Sunday, March 15 at 10:00 AM EST sharp"
Event End Time
When closing ceremony/awards finish
Participation Rules
Team Size *
Min and max team members (e.g., "1-4 people per team")
Eligibility
Who can participate? (Students only, professionals welcome, age restrictions, etc.)
Pre-existing Code Policy *
Can participants use code written before the hackathon? Libraries/frameworks allowed?
Example: "You can use open-source libraries and APIs, but core project code must be written during the event."
Allowed Technologies
Any restrictions or required technologies?
Judging & Prizes
Judging Criteria *
What judges will evaluate (with point values if applicable):
• Innovation/Creativity (30%)
• Technical Complexity (25%)
• Design/UX (20%)
• Practicality/Impact (15%)
• Presentation (10%)
Prize Categories
List each prize track:
• Overall Winner: $5,000
• Best AI/ML Project: $2,000
• Best Social Impact: $1,500
• Sponsor Prizes (list each)
Presentation Format
How teams present: Live demo, Video submission, Pitch deck, Demo table, etc.
Time Limit: "3-minute presentation + 2-minute Q&A"
Submission Requirements
What participants must submit:
- ☐ GitHub repository link
- ☐ Live demo link (if applicable)
- ☐ Demo video (length requirement)
- ☐ Project description
- ☐ Tech stack used
- ☐ Team member names
- ☐ Devpost submission (if using)
Schedule Details
For each scheduled item, provide:
- Time: Exact start time
- Duration: How long it lasts
- Location: Room/area name
- Description: What's happening
Key Events to Include:
- • Check-in/Registration
- • Opening Ceremony
- • Hacking Begins
- • Meal Times (all meals, snacks)
- • Workshop Sessions (with topics)
- • Mentor Office Hours
- • Mini Events (games, activities)
- • Submission Deadline
- • Project Showcase Begins
- • Judging Period
- • Closing Ceremony
- • Award Announcements
Resources & Support
Mentor Information
How to request mentor help, where to find mentors, mentor expertise areas
Developer Resources
• API keys provided by sponsors
• Free credits/trials
• Documentation links
• Starter templates
Hardware/Equipment
Available hardware for borrowing (VR headsets, IoT devices, etc.) and checkout process
Wi-Fi & Technical Setup
⚠️ MOST IMPORTANT FIELD: Wi-Fi credentials are the #1 most asked question at hackathons!
Network Name: Exact SSID
Password: Current password
Instructions: Any special connection steps
Power/Charging
Outlet locations, power strip availability, phone charging stations
Printing Services
If available, location and hours
Overnight Hackathon Fields
If your hackathon is overnight, add:
- Sleeping Areas: Designated quiet zones for rest
- Shower Facilities: Location and availability
- 24-Hour Amenities: What's open all night
- Safety/Security: Emergency contacts, security presence
- Quiet Hours: Any noise restrictions
Food & Dietary Information
Meal Schedule *
Exact times for each meal and snack break
Dietary Accommodations
Vegetarian, vegan, gluten-free, halal, kosher, allergies, etc.
Snack Locations
Where participants can find snacks/drinks throughout the event
Code of Conduct
Essential policies to include:
- Respectful behavior expectations
- Harassment policy
- How to report issues
- Consequences for violations
Assistant Tone Settings
Recommended Settings for Hackathons:
Tone: Energetic and Encouraging
Response Style: Concise (hackers are busy!)
Language Style: Casual, tech-savvy
✅ Testing Tip: Before publishing, test with these questions: "What's the Wi-Fi password?", "When is the submission deadline?", "Where can I find mentors?", "Is food provided?", "What are the judging criteria?"