With this article, we continue to share our experience in organizing online events that allow us to overcome the limitations derived from the global COVID-19 pandemic with minimal impact on the project.

Once the topics, the goals and the stakeholders of the online Hackathon have been identified, it is time to organize the launch and the management. Organizing an online event generally requires the following steps:

1. Set up the Hackathon web site and registration form.
2. Organize an effective outreach campaign.
3. Select challenges and announce them along with the prizes.
4. Online meetings via webinar.
5. Mark the milestones, provide technical support & set a project submission format.
6. Set a judging period.
7. Select the best ideas & winners.
8. Announce the winners.

Set up the Hackathon web site and registration form

Create a good, engaging & easy to navigate website which states the events purpose and goals. Also, provide a registration forms, to determine how many teams will apply (e.g. ask for their full-name, e-mail & specialty/expertise or occupation).

Organize an effective outreach campaign

Promote your event through social-media and keep track of its views, shares, likes, etc. Normally, Facebook, Twitter and LinkedIn are good social media platforms to promote events like this.

Select challenges and announce them along with the prizes

Choose the best challenges from the possible pool and announce them and the possible prizes on your website and different pages.

Online meeting via webinar

Once the event hits the wanted/adequate number of registrants/teams, schedule webinars. The first webinar could be to introduce the event’s organizers, mentors and goals to the registrants/teams. Explanatory webinars could also help the registrants/teams more. Also note, that if your Hackathon is global, finding a suitable time is a necessity.

Mark the milestones, provide technical support & set a project submission format

It’s very helpful for both the organizers and the registrants/teams to keep track of the events progress. Announce important milestones and dates so everyone knows what is going on etc. Always be there for the teams encouraging them and providing help in any possible way. Some would say that the mentor’s role is harder online, but with a sufficient amount of meetings between the mentor and his team, that statement becomes false. Ask for a specific way for the teams to submit their projects (e.g. .zip file, same language etc.).

Set a judging period

Involve all project stakeholders in this part of the event. Furthermore, nominate a diverse judging panel and set a date for the teams to do their pitch. The judging period should last at least two weeks so they can have a 360-degree opinion on what exactly each team did during the Hackathon.

Select the best ideas & winners

After the judging period, select the most unique and innovative ideas. Explain the reasons and criteria, and thanks the participation, the co-organization, the jury, ….

Announce the winners

Announce the winners and the awards. Praises the level if they deserved it. Post on your social media and your website the outcome of the project.