Step 1 - How to Organise a Hybrid Exhibition

A public dissemination event, often in the form of an exhibition, is the grand finale of a hackathon where student teams showcase their tangible Minimum Viable Solutions. It inspires and rewards students for their hard work and imbues them with a sense of accomplishment. This chapter elucidates the two main formats of organizing a public exhibition—the Guided Exhibition and the Open Exhibition—and how to transition them into a hybrid form.

Exhibition Formats: Guided vs Open

A Guided Exhibition follows a linear script with a plenary session where all teams pitch individually to the audience and a jury. This ensures an equal audience for each team and promotes peer learning. However, it can be time-consuming for larger groups.

An Open Exhibition adopts a gallery walk format. Each team has a separate exhibition area, and visitors roam freely, interacting with groups. This time-efficient format encourages interactive learning but may lead to varied team audience sizes.

Transitioning to a Hybrid Exhibition

A hybrid exhibition combines elements of both in-person and virtual formats, using online meeting software as the primary communication tool. Hybrid exhibitions allow greater inclusivity, accommodating participants working on-site, off-site, and remote visitors.

Preparatory Actions

To organize a successful hybrid exhibition, ensure to:

• Communicate Clearly: Be upfront with students about the exhibition plan, roles, schedule, and technical requirements.

• Designate Roles: Appoint a technical facilitation lead to orchestrate the online meeting and a team lead in each student team to manage presentations.

• Ensure Technical Readiness: All participants should have the necessary hardware and software and should join the meeting in advance to test and troubleshoot any issues.

• Set Up Physical Locations: If multiple students are at one location, ensure they have access to a central room for viewing the proceedings and a separate room for their pitch.

During the Hybrid Exhibition

To ensure a smooth and engaging hybrid exhibition, consider the following:

• Build a Sense of Connection: Begin with an icebreaker or introduction round to establish a rapport among the participants.

• Time Management: To maintain engagement in a hybrid setting, keep the event under 90 minutes.

• Pitch Guidelines: Each team's pitch should be limited to 3 minutes, followed by 2 minutes of jury feedback. Please make sure each team has tested its setup in advance.

• Plenary Presentations: Arrange a walk-through with all speakers in advance to ensure seamless transitions during the event.

Closing the Hybrid Exhibition

The exhibition concludes with the announcement of winners, followed by a closing note from the organizers. To enhance the unity, try to provide the same refreshments at each hybrid hub, allowing for a shared celebratory experience despite the geographical distances.

Conclusion

Organizing a hybrid exhibition requires careful planning and a solid technical foundation, but it offers unique advantages, allowing for greater inclusivity and flexibility. With the guidelines in this chapter, teachers should now have a clear roadmap for planning and executing a successful hybrid exhibition at the end of their hackathon.