> For the complete documentation index, see [llms.txt](https://cs4all-icm.gitbook.io/guide-cs4all-guide-to-running-a-hackathon/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://cs4all-icm.gitbook.io/guide-cs4all-guide-to-running-a-hackathon/hackathon-logistics.md).

# Hackathon Logistics

Hackathons are a lot of fun, but require a lot of moving pieces to be successful. We have put together a [Hackathon Project Management Template](https://docs.google.com/spreadsheets/d/1mg3RnCOYXlaltw23fakclPsRGez24xeMla1zdxLW7YE/copy) to assist in your planning, but please note the following items that you will need to consider when planning your Hackathon:

1. **When** is your Hackathon taking place?
   1. *Is it a weekend? Full school day?*
   2. *What is the schedule for the day?*
2. **Where** is your Hackathon taking place?
   1. *You will need to ensure your space has the following:*
      1. *Outlets, power strips, extension cords*
      2. *Tables and chairs for all participants*
      3. *A screen/projector or other way to display information, countdowns, etc. In a large space, you may also want a mic for making announcements, and/or a speaker to play music during.*
      4. *Computers for participants - eithe rbrought by students, or a cart available for their use.*
         1. *If using a cart, you may ned to decide how many comptuers to allot per team.*
      5. *If you must travel for the Hackathon, how are you getting there?*
         1. *Your principal may request you* [*submit a trip plan*](https://www.schools.nyc.gov/docs/default-source/default-document-library/trip-plan) *and distribute permission slips.*
         2. *Your school can help you obtain a transit certificate*
         3. [*The DOE has a portal for requesting yellow buses.*](https://www.opt-osfns.org/opt/schools/field_trips/ftriplogin.aspx)
      6. **Who** is taking part in your Hackathon?
         1. *Just your students, or are you combining with another school(s)?*
         2. *How many total will be attending?*
         3. *How alrge will the teams be? How will you form teams?*
      7. **Who** is overseeing your Hackathon?
         1. *Other teachers? Parents? Community members?*
         2. *Will they have CS experience, or will they need a chaperone/personnel guide?*
      8. **What** special items might you need for your Hackathon?
         1. *Are you providing lunch? Where is it coming from?*
         2. *Will there be swag (t-shirts, pins, etc)?*
         3. *Are you providing any planning or prototyping materials (pens, markers, paper/graph paper, post-its, ntoecards, tape/glue, etc)?*
      9. **Why** are students hacking?
         1. *You'll want a challenge prompt and design journal to support their process!*