Step 2 - Prepare the Hackathon Venue

1. Introduction

Choosing an appropriate venue is critical when organizing a hackathon for secondary school students. The venue can profoundly influence the learning experience, impacting student behaviour and potentially pushing participants to exhibit proactive attitudes and creative problem-solving skills. This chapter will delve into two broad categories: external venues and in-house school venues. It will discuss the merits and drawbacks of each and their impact on an in-person, online, or hybrid hackathon. It will also provide a checklist and timeline for each scenario.

2. External Venues

External venues are exciting choices for a hackathon. They offer a change of scenery, moving students out of their typical learning environment and introducing a fresh perspective that could stimulate creativity and engagement. They also expose students to a professional setting, giving them a taste of real-world scenarios.

Renting a Space: Renting a venue designed for such events has many advantages. These spaces often have the necessary infrastructure – Wi-Fi, AV system, breakout spaces, etc. However, the cost is a factor to consider. Remember to account for the rental fee in your budget planning.

Partnering with a Company: Partnering with a company that aligns with the hackathon theme adds an extra layer of immersion. Students get firsthand experience of the professional environment and insights into the company's operations. However, coordinating with a company might require more logistical planning, and availability could be an issue.

3. In-House School Venues

Transforming a familiar school space into a hackathon venue is a feasible alternative. While it may not offer the novelty of an external venue, it does present other benefits.

Cost and Accessibility: Hosting a hackathon in a school eliminates rental costs and solves accessibility issues, as students are already familiar with the location.

Availability of Resources: Schools are usually equipped with essential facilities and resources for a hackathon, reducing the need for extra infrastructure.

School Spirit: A hackathon hosted in a school might strengthen school spirit and camaraderie among students.

However, creating an environment that sparks creativity and diverges from the traditional classroom atmosphere can be challenging.

4. In-Person, Online, and Hybrid Hackathons

The choice of venue will also hinge on whether the hackathon is in-person, online, or a hybrid of the two.

In-person Hackathons: An in-person hackathon requires a physical venue. Consideration should be given to space size, layout, and necessary facilities (Wi-Fi, restrooms, etc.). Accessibility and safety regulations must also be accounted for.

Online Hackathons: For an online hackathon, the 'venue' is a digital platform. The choice of platform should account for user-friendliness, the number of participants it can handle, and the features it offers for communication and collaboration.

Hybrid Hackathons: A hybrid hackathon combines the best of both worlds but requires careful planning to ensure all in-person or online participants have a comparable experience.

5. Checklists and Timelines

• 9-6 months prior: Identify potential venues or online platforms; start contacting potential venue partners or platform providers.

• 6-4 months prior: Finalize the venue or platform; start planning the logistics.

• 4-2 months prior: Visit the venue for in-person or hybrid events, assessing the layout and identifying potential issues.

• 1 month prior: Confirm all logistics, including Wi-Fi, seating, food, etc.; send instructions to participants.

• 1 week prior: Set up the venue or online platform; test all equipment.

• On the day: Ensure the venue or platform is ready before participants arrive.

The choice of a hackathon venue depends on several factors, from budget constraints to logistical possibilities and the hackathon's format. Weighing the pros and cons of each option, in line with the event's objectives and participants' needs, will lead to a rewarding and fruitful hackathon experience.