Step 1 - Staffing & Distribute Responsibilities

A successful hackathon requires a dedicated team of individuals who can manage various roles and responsibilities. This section elaborates on each team member's role and how to prepare them effectively.

Jury Members

A Balanced Jury Team As judges, jury members evaluate the ideas and solutions presented by the participants. A diverse jury brings a range of expertise and perspectives, which is crucial for a fair and comprehensive evaluation. Typically, a team of four diverse jury members is ideal:

• Domain Authority: A well-known figure within the relevant field, bringing credibility and prestige to the event. This person should be experienced in pitching or evaluating pitches, with strong public speaking skills. They could be an entrepreneur, scientist, or a famous ambassador linked to the hackathon theme.

• Domain Expert: An individual with deep knowledge of the hackathon's theme and challenges. This person assesses the feasibility, viability, and desirability of the presented solutions. They might be an employee from a company that posed a challenge, a scientist, or a government representative.

• Innovation Expert: Focuses on the process, engagement, and level of innovation. This jury member evaluates how teams developed their ideas, conducted research, and pivoted when necessary. An entrepreneur or someone with significant innovation experience is well-suited for this role.

• Student Representative: Provides a peer perspective and ensures that the solutions resonate with the intended audience. This student should be part of the target group of participants, neutral, curious, and a critical thinker.

Responsibilities of the Jury Traditionally, jury members evaluate final pitches at the hackathon's conclusion. To maximize learning outcomes, involve jury members as mentors or experts throughout the event, if they are willing. This allows for a more formative assessment and helps them understand the teams' processes and progress.

Recruiting Jury Members

• Meet with the core team to brainstorm potential jury members.

• Consider including project team members in the jury.

• Prepare jury members by conducting at least one joint meeting before the event to outline their roles and review the score sheet.

Checklist for the Jury:

• Ensure representation of all challenges.

• Maintain gender diversity.

• Appoint one jury member as the head of the jury.

Facilitators

The Role of Facilitators Facilitators or coaches guide student teams, offering advice, inspiration, and motivation. They balance providing structure and freedom, helping teams become more self-directed and effective innovators. Good facilitators possess knowledge of innovation methodologies like agile, lean startup, and design thinking.

How Many Facilitators Are Needed?

• Aim for one facilitator per ten students.

• If the focus is on the final outputs, consider one facilitator for every five students.

Finding Facilitators

• Recruit and train facilitators among colleague teachers. This offers professional development opportunities and can shift teaching methods towards project-based learning.

Preparing Facilitators

• Conduct training sessions covering the facilitator's role and responsibilities. Training should be at least three hours long, with the option for more extended sessions if time permits.

• Training should enable facilitators to understand and demonstrate their role, support teams with specific methodologies, and effectively guide the hackathon process.

LINK to Facilitation Training Toolkit

Experts

The Role of Experts Experts provide specialized knowledge related to the hackathon theme and challenges. They offer just-in-time information to enhance learning and innovation. The involvement of experts can vary depending on the hackathon's goals.

Involving Experts in a Hackathon:

• On-Demand: Experts are available to answer questions and provide feedback during the hackathon. Ensure their presence and expertise are well-communicated.

• Breakout Sessions: Schedule short, focused talks by experts. To respect the hackathon's self-directed nature, make participation optional.

• Online Sessions: Utilize video conferencing tools to involve experts who cannot be physically present. These can be live Q&A sessions or pre-recorded presentations.

Recruiting Experts:

• Start with the project team to identify knowledge gaps and potential experts.

• Leverage network connections and sector representatives to find suitable experts.

• Balance the number of expert sessions to avoid overwhelming participants and maintain a hands-on learning experience.

Prototyping Experts or Digital Makers

Types of Prototyping Experts:

• Digital Fabrication Experts: These experts are knowledgeable about using tools like 3D printers, laser cutters, and CNC machines. They help students create high-fidelity prototypes.

• Electronic Experts: Skilled in using electronic hardware like Arduino and Raspberry Pi for developing tech solutions.

• Graphic Designers: Assist in creating visual representations of solutions.

• UX/UI Designers: Help improve user experience and interface design.

• Web Developers: Guide teams in building web-based solutions.

The Role of Prototyping Experts: These experts help students visualize and develop their ideas. They provide technical guidance and ensure students can effectively use the tools they have available.

Technical Support

Role of Technical Support: Ensure smooth operations by having tech-savvy individuals on standby to address any issues that arise. This includes managing digital tools, troubleshooting, and maintaining the hackathon's technological infrastructure.

Summary

A well-staffed hackathon ensures a balanced, engaging, and supportive environment for participants. By carefully selecting and preparing jury members, facilitators, experts, and technical support, you can create a dynamic and effective learning experience. Remember to leverage existing resources and networks, and always aim to create an inclusive and inspiring atmosphere for all participants.