Organizing Competitions and Hackathons
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Integrated planning for competitions and hackathons
Integrated planning for a competition or hackathon requires comprehensive and precie organization to ensure the success of the event and the achievement of its objectives. This planning includes several fundamental steps, and to achieve these objectives, we offer the following subsidiary services
1.1. Developing the idea, defining goals, and vision:
· Defining the desired objectives of the competition or hackathon, such as stimulating innovation, solving complex challenges, and discovering new talents.
· Identifying a main theme or idea for the event.
· Identifying targeted areas:
o Choosing competition and hackathon themes and tracks that align with market needs.
1.2. Planning and Research:
· Market Analysis:
o Studying current trends to identify the most important and compelling topics.
· Identifying Partners and Sponsors:
o Researching strategic partners and sponsors who can support the competition or hackathon financially or through their expertise.
· Competitive differentiation Analysis:
o Studying how the competition or hackathon stands out in the market and what distinguishes it from competitors.
· Identifying the Target Audience:
o Determining the demographic targeted participants.
· Key Performance Indicators (KPIs):
o Developing indicators to measure the success of the competition or hackathon.
1.3. Designing the program:
· Determining the Duration of Competitions and Hackathons:
o Competitions and hackathons typically last from 24 to 72 hours.
· Identifying Key Components of the Competition:
o Specifying the main activities and sessions of the competition.
1.4. Preparing the agenda:
· Determining Event Dates and Location.
o Creating a Timeline Including Workshops, Training Sessions, and Project Work Periods.
1.5. Financial Planning :
· Developing a Detailed Budget for the Competition or Hackathon.
1.6. Recruiting participants and partners:
· Inviting developers, programmers, and designers.
· Collaborating with relevant companies, universities, and institutions to attract participants.
1.7. Managing registration:
· Creating an online registration platform to collect participant data and facilitate the registration process.
1.8. Preparing the electronic platform for remote competitions:
· Choosing the Platform:
o Selecting a virtual communication platform that supports collaboration and teamwork.
· Setting up Interactive Tools:
o Providing interactive tools such as Trello, Slack, Miro, Google Workspace to facilitate teamwork and communication among teams.
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Building a marketing plan for the competition and hackathon
Building an effective marketing plan is an essential part of the integrated planning for a competition or hackathon, aiming to attract participants, promote the event, and ensure the attendance of the target audience. Below are the key steps to build an effective marketing plan, which is a subsidiary service we offer
2.1.Preparing the Marketing Strategy :
•Market analysis and target audience identification.
•Defining marketing objectives.
2.2.Building the Visual Identity:
•Designing the Identity:
oDeveloping an official logo for the competition or hackathon that reflects its theme and objectives.
oChoosing colors, fonts, and visual styles that distinguish the competition or hackathon.
•Applying the Visual Identity:
oImplementing the visual identity across all promotional materials, websites, and social media platforms.
2.3.Planning Media Relations:
•Compiling a list of media outlets:
oIdentifying targeted media outlets such as newspapers, magazines, television channels, and news websites.
•Preparing press releases:
oDrafting and sending press releases detailing the event and its significance.
•Engaging with journalists:
oOrganizing meetings with journalists to provide detailed information about the event.
•Organizing press conferences:
oArranging press conferences before the event to introduce it and answer media inquiries.
2.4.Planning coverage and documentation:
•Media coverage planning:
oPreparing a media coverage plan including live broadcasts, news reports, and articles.
•Event documentation:
oAssigning photography and videography teams to document all event activities.
•Publishing coverage:
oSharing media coverage and documentation on social media channels and the event website.
2.5.Coordination with Sponsors:
•Identifying potential sponsors.
•Preparation of sponsorship proposals.
•Communication with sponsors.
•Negotiation and signing agreements.
•Continuous coordination with sponsors.
•Monitoring the implementation of sponsorships.
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Media monitoring and evaluation
Media monitoring and evaluation is the process of tracking and analyzing media coverage of competitions and hackathons to understand their representation in the media, analyze public opinion and prevailing trends, and identify opportunities and challenges.
You can refer to the impact measurement file and its types for more details.
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Organizing the competition and hackathon
Organizing the competition and hackathon involves executing competitive events aimed at stimulating innovation and creativity among participants, whether individuals or teams.
4.1.Preparing the competition and hackathon
•Providing Tools and Technologies:
oSecuring all necessary technical tools and participant software for their project work.
•Selecting the Venue:
oChoosing a suitable venue capable of accommodating the number of participants and equipped with all necessary tools and technical facilities.
•Logistics Preparation.
•Coordination with Sponsors and Partners.
4.2.Providing Support and Guidance:
•Providing Mentors and Experts:
oInviting experts in relevant fields related to the hackathon theme to provide guidance and advice to participants online.
•Organizing Workshops:
oConducting workshops on various topics such as solution design, innovation, and technology virtually.
4.3.Project Evaluation:
•Forming a Judging Committee:
oSelecting a judging panel composed of experts in marketing and communications to evaluate the participating projects.
•Establishing Evaluation Criteria:
oDeveloping clear criteria for evaluating projects based on innovation, execution, impact, and feasibility.
4.4.Organizing During the Event:
•Opening Session:
oOrganizing a virtual opening session to introduce the hackathon, clarify rules, and objectives.
•Team Formation:
oAssisting participants in forming teams and working on their projects.
•Virtual Work Sessions:
oOrganizing virtual work sessions for teams, including mid-way review sessions and feedback from mentors.
4.5.Managing and executing the hackathon:
•Event management and participant guidance.
•Project presentations:
oOrganizing sessions to present final projects to the judging panel and the audience.
•Organizing guidance sessions and workshops during the event.
•Announcing the winners:
oSelecting and honoring the winners and presenting awards.
*For more information on event organization, please refer to zumra Company’s events file.
4.6.Final evaluation and extracting lessons learned.
•Performance evaluation:
oCollecting feedback from participants, judges, and partners to assess the event’s success.
•Lessons learned report:
oPreparing a comprehensive report including lessons learned and tips for improving future events.