more than 3 months
There are a few things to do to get up and off the ground. Secure and confirm your venue for the event. Sketch a plan to fund your event (sponsors, in-kind) From a digital readiness point-of-view: Set the date on the website Have a form (or email address) for project submissions (like this SUBMIT A PROJECT)
This is an email to past participants or a quick tweet. Here are a couple quick examples: RHoK Email #1 April 2018 Some sample text: Happy new year and I hope you’re enjoying the freezetastic weather! Im happy to announce our next instalment of RHoK will be happening April 13, 14, 15. We would love for you to join...
About 3 months out for 6 weeks
This is when the magic starts to happen. This happens mainly on twitter and we count on retweets and favourites. We’ll also reach out to special partners who are gateways to other audiences to either include the call for projects or just to retweet. All requests are directed to: SUBMIT A PROJECT
About 2 months out for 6 weeks (or just before the hackathon)
You’ll be using a number of tactics to reach participants: Email past participants (see next step) Lots of tweets
More than 2 Months Out ...as projects come in
The number of participants is directly related to the number of projects you bring on. A good rough estimate of is 10-12 people per project. This gives a little buffer for people that don’t show up or can’t stay all weekend. After that you may find teams split up, but invariably it works out- but...
2 months out
less than 2 months ... as projects are chosen
Organizations need coaching to get the projects crafted. Here is the on-boarding doc we use: https://docs.google.com/document/d/187Oltq1HRJ6XMxNBVRpvTLovFDICJA-QszA2gvPTNsk/edit?usp=sharing
2 days before
This email goes to participants only.
Day 1 Friday, 6pm - 9pm
Project pitches. Meet with project owners.
Day 2 Saturday, 9am - 11pm
Day 3 Sunday, 9am - 2pm
Day After Monday morning