Step 10 - Set Up Communication & Staff Recruitment

Setting Up Communications and Recruiting Participants

Effective communication is essential for engaging participants and shaping their perception of the hackathon as an exciting and worthwhile learning experience. The aim is to package the hackathon as a unique educational event that breaks from traditional learning and teaching modalities.

Recruiting Participants Recruiting students to participate in a hackathon involves several key considerations:

• Voluntary vs. Mandatory Participation: Although organizing mandatory participation is logistically simpler, voluntary participation often results in more engaged and motivated attendees. To build interest and commitment, it's crucial to communicate clearly what the hackathon entails and what students can gain from it.

Best Practices for Participant Recruitment

• Co-Create with Students: Involve a group of students in planning the hackathon to ensure it resonates with their interests and is communicated in relatable terms. These students can become ambassadors who help promote the event.

• Test Your Communication: Before finalizing your promotional materials, get feedback from a diverse group of students to refine your messaging.

• Engage Early: Introduce the hackathon concept early in the academic year to gauge interest and get input, which helps tailor the event more effectively.

Using #edufoodhack

Utilizing the #edufoodhack framework provides several advantages:

• External Initiative Positioning: This helps students perceive the hackathon as more than just another school event.

• Access to a Wider Community: Connecting with a broader, possibly international community makes the hackathon more appealing.

• Branding and Materials: Access to pre-made branding materials eases the promotional efforts, making the event appear more professional and enticing.

Recruitment Materials: [Insert Link to Materials]

Recruiting Additional Staff

You might need more than just your core team for a successful hackathon. Here’s how to approach recruiting additional staff: Please read the next part of this guide, where we go into more detail about each role. Right now, it's worth reflecting and looking at your hackathon scoping canvas to see what additional staff you might need to consider. Read Step 1 - Staffing & Distribute Responsibilitiesfor a deep dive into each role.

Facilitators

• Role and Number: Facilitators guide student teams through the hackathon. Aim for one facilitator per ten students; if the focus is more on the quality of the final outputs, consider one facilitator for every five students.

• Recruitment: Facilitators are often recruited from among teaching staff, offering them professional development opportunities.

• Preparation: Proper training for facilitators is crucial. Organize training sessions that cover the facilitation process, focusing on design thinking, lean startup, and agile methodologies.

Technical Support

• Necessity: Ensure you have technical support on hand to address any issues that arise during the event, particularly important in hybrid or online formats.

Experts

• Role: Experts add depth to the hackathon by providing specific knowledge related to the theme. They can participate in various formats, such as on-demand, during breakout sessions, or online.

• Prototyping Experts: If your hackathon includes a significant prototyping component, consider involving experts who specialize in creating high- or low-fidelity prototypes.

Jury Members

• Composition: Typically includes a mix of one student, two content experts, and one innovation expert, totalling around four members. They evaluate the projects and provide feedback.

Presenter

• Role: This person, often an organizational lead or a professional presenter, facilitates the public phases of the hackathon, ensuring that the event runs smoothly and remains engaging.

This chapter provides the groundwork for effectively communicating the hackathon's value and organizing the staffing necessary to support a dynamic and educational event. By considering these elements, you can enhance your hackathon's impact and smooth operation.