Step 3 - Scoping the Hackathon
better to align the hackathon with educational objectives and participant expectationsCrafting a successful hackathon requires a deep understanding of the event's scope. Your hackathon visions statement, developed in step 2, will help you to make decisions about how the event will be conducted and ensure you have the resources to succeed. This chapter will provide you with the guidelines and context to make informed decisions on the scope of your hackathon, touching upon critical aspects such as participant numbers and backgrounds, event format, timeline, team composition, and staffing requirements.
To facilitate this proces, we've developed a tool named 'Hackathon Scoping Canvas.' This canvas will assist you in making decisions on how to organize your hackathon and start planning the execution and communication towards partners and stakeholders.
3.1 Participants: Quantity and Quality
Start with considering the participants. How many students do you plan to involve, and what are their backgrounds? Also, consider whether you want to apply to other local or international schools.
Beginner: Start small. Conduct a hackathon within a single class. This allows for more accessible communication and control and a focused learning experience. As you gain confidence, you can expand your hackathon to include more classes or schools. A significant drawback is that this hackathon limits multidisciplinary learning. Hence, all students follow the same study. Of course, each student has background, knowledge and expertise to bring to the table.
Intermediate: For teachers already comfortable with project-based learning, consider expanding the hackathon to involve multiple classes from the same school. This encourages interdisciplinary learning and cooperation with students in other fields of study.
Advanced: If you're well-versed in organizing project-based learning events, involve different local schools or international partners to take it to the next level. This fosters a broader exchange of ideas and cultures, providing students with a more diverse and enriching learning experience.
Table: Comparative Analysis of Participant Range
Single Classroom
Easier control and organization, focused learning experience
Limited diversity and perspective
Multiple Classes (Same School)
Enhanced interdisciplinary learning, increased participation
Higher organizational effort
Multiple Local Schools
Greater diversity, fosters local community connection
Logistical challenges, requires more coordination
International Schools
Broadened cultural exchange, diverse learning experience
Complex logistics, coordination and communication challenges
Here are a few reflective and explorative questions:
What learning outcomes do you aim for your students?
How could the number of participants and their backgrounds impact these outcomes?
Would collaborating with other classes, schools, or countries offer additional learning opportunities and perspectives?
How would the additional coordination efforts required by larger-scale events impact your ability to manage the hackathon?
3.2 Deciding the Format
With a clear idea about the participants, let's move on to the hackathon format. Do you envision a face-to-face event, a virtual one, or a hybrid of both? We use the following hackathon format definitions: Face-to-face: A hackathon with all participants gathered in the same physical location.
Hybrid: A hackathon where participants collaborate from multiple locations, both in-person and online.
Blended: A hackathon where participants alternate between online and in-person interactions.
Online: A hackathon conducted entirely through virtual participation. Deciding on the format is guided by the hackathon's objectives, context and available resources, but also take your own team's expertise into account:
Beginner: For beginners, a face-to-face hackathon is a good starting point. This format is more hands-on and allows for real-time interaction and help, making it easier to manage for those new to organizing such events.
Intermediate: An online hackathon is suitable for those with intermediate experience. While it requires familiarity with digital tools and handling virtual teams, it offers greater reach and is cost-effective.
Advanced: A hybrid hackathon is ideal for advanced organizers. It combines the advantages of both online and face-to-face formats but requires adept handling of both physical and virtual logistics.
Table: Comparative Analysis of Hackathon Format
Face-to-Face
Direct interaction, dynamic idea exchange, easier conflict resolution
Higher costs, more preparation, travel considerations
Hybrid
Wider reach, combined advantages of both formats
Complex logistics, requires advanced coordination
Blended
Flexibility in participation, accommodates varied schedules
Requires careful timing, potential disconnection between in-person and online phases
Online
Greater reach, reduced costs, no geographical limitations
Complex team building, less personal, challenging to build the energy of a face-to-face hackathon
Reflective and explorative questions for this section are:
What are the logistical capabilities of your school?
Does your school have the necessary resources and facilities for a face-to-face event?
Do you and your students have the skills and tools for an online event?
How would the choice of format affect the engagement and interaction between participants?
Would a hybrid model offer a good balance between the pros and cons of face-to-face and online formats?
3.3 Timing and Duration
Next, determine the timing and duration of the hackathon. Would it be a single day, span a few days, or take place over several weeks?
Beginner: For first-time hackathon organizers, a shorter two-day hackathon may be most manageable. This timeframe allows for a quick, intense exploration of ideas while keeping organizational demands manageable.
Intermediate: As you become more comfortable running hackathons, consider extending the event to three days. This will allow teams more time to delve deeper into their ideas and create more detailed solutions.
Advanced: If you have substantial experience organizing such events, consider a three-day hackathon event as a kick-off and transition into a multiple-week curricular project with consistent weekly contact points. This format allows for in-depth exploration and development of ideas, though it requires more long-term commitment from organizers and participants.
Table: Comparative Analysis of Hackathon Duration
2 Days
Manageable time commitment, intense focus on ideas
Limited depth in projects
3 Days
More time to develop & prototype ideas, balanced schedule
Requires more organizational resources
Multiple Weeks
Allows in-depth exploration of ideas, projects have time to mature
Greater time commitment, keeping momentum can be challenging
The following questions can guide your decision:
How much time can you, your fellow educators, and students dedicate to the hackathon?
Does a shorter, more intense event or a more extended, more in-depth event align better with your learning objectives?
How would the timing of the event affect participation? Are any school holidays, exams or other events that must be considered?
For longer hackathons, how will you maintain momentum and engagement throughout the event?
3.4 Team Size and Roles
Determining the appropriate team size and defining specific roles are essential to ensuring the success of your hackathon. The composition of your core team should align with the scale of your event and the complexity of its objectives.
Beginner: Start with a small core team that covers essential functions:
Event Planner: Manages logistics and ensures the event flows smoothly.
Marketing and Communication Lead: Oversees promotion and maintains clear communication with participants.
Technical Lead: Handles all technological needs, ensuring tools and platforms are operational.
A team of one to three people may suffice, each possibly covering multiple roles depending on the hackathon's ambitions and scope.
Intermediate: As your experience grows and your event scales up, consider expanding your team to include:
Financial Lead: Manages budgeting and financial oversight.
Facilitator Coordinator: Organizes and supports the facilitators who guide participants.
Student and Teacher Representatives: Offer perspectives better to align the hackathon with educational objectives and participant expectations.
Advanced: For larger or international hackathons, further broaden your team:
Sponsor Liaison: Manages relationships with sponsors and secures support.
Interest Group Representative: Connects with professional or thematic groups to enhance networking.
Knowledge Institution Representative: Provides expert insights and academic resources.
Reflective and Explorative Questions
Key individuals: Who are the essential members to ensure your hackathon's success? What roles should the organizational leads assume?
Role expansion: Would adding specific roles, such as a Financial Lead or Facilitator Coordinator, enhance the planning and execution of your hackathon?
Team communication: How will you facilitate effective communication and collaboration among team members?
This structured approach allows you to scale your team effectively as your hackathon grows in complexity and size, ensuring that each aspect of the event is professionally managed and successful.
3.5 Staffing Requirements
Staffing is a critical aspect of planning a hackathon, involving identifying and coordinating various roles necessary to support the event. These roles range from facilitators and technical leads to logistics and participant welfare support. A well-staffed event can effectively address any issues and ensure participants receive the necessary guidance. Larger, more complex hackathons may require additional staffing to manage intricate logistics, provide technical support, guide participants, and handle follow-up activities.
Decision-Making Guidelines
To determine your staffing needs, consider the following questions:
How many facilitators and technical leads are necessary to guide participants throughout the hackathon?
Given the scope and scale, do you need additional roles such as logistics support or participant welfare?
How will staffing requirements adjust if the hackathon is conducted in a hybrid or online format?
Facilitators
Facilitators are typically experienced individuals, often teachers who have undergone specific training to guide participants through the hackathon's design process. While they are not expected to know everything, they play a crucial role as coaches for student teams. Ideally, one facilitator is assigned per team (typically consisting of 6 students, but can vary from 4 to 8). If facilitator resources are limited, one facilitator per two teams is also feasible. In typical classroom settings, one teacher may manage 18-24 students; translating to coaching 3-5 teams, which can be challenging. If insufficient facilitators are available, consider training lead team members or all participants in facilitation to better prepare them for self-guidance during the hackathon.
Technical Support
The format of the hackathon influences the need for technical support. For hybrid or online formats, at least one individual should focus on managing technical barriers, such as setting up and managing Zoom meetings and facilitating access to online groups. Planning for technical roles towards the end of the hackathon, mainly if you aim to host a closing exhibition, is also crucial. Refer to Part 3 of this guide for detailed instructions on organizing a final event.
Gathering Support
Hackathons are high-energy events that can be approached similarly to regular events in the industry, requiring careful attention to optimize the learning experience. Location and food/drink availability play significant roles in participants' experiences. Consider if you need support staff to manage food, snacks, and drinks throughout the hackathon. Options can range from simple self-service stations to more elaborate setups. Typically, meals are consumed on-site, contributing to the hackathon's vibrant atmosphere, encouraging students to continue collaborating. While some treats like chocolate can boost creativity and energy, moderation is key to maintain overall health and focus.
By addressing these staffing requirements, you ensure a supportive environment that enhances the overall effectiveness and enjoyment of the hackathon.
Conclusion
By carefully scoping your hackathon, you ensure a smoother planning and execution process. Whether aiming for a small-scale, intimate event or a large, international hackathon, this chapter should provide guidelines for making informed decisions. It's time to start operationalizing these ideas from theory to practice. In the next chapter, we will delve deeper into the logistics and planning aspects, helping you to shape your hackathon into an unforgettable event.
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