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@martyndavies
martyndavies committed Aug 19, 2012
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83 changes: 66 additions & 17 deletions index.markdown
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Expand Up @@ -9,7 +9,34 @@ So you're organising a hack day or hackathon? Here are some basic requirements
to make your event a success, and avoid the common pitfalls that could otherwise
ruin it. If you cannot provide any of the following, make it clear to guests
before registration. Attendees are generally forgiving when clear communication
is given.
is given. These are only guidelines, but exist to help you run a hack day in the
easiest possible way.

## Announcing the event

Once you know when and how your event will take place, you'll want to tell the
world about it. At a bare minimum, you should decide on a canonical place where
all public information about the event lives - this might be a dedicated web
site, an event on an existing event online service or some other place which is
publicly accessible.

### Registration _Optional_

If you require your attendees to register, make it clear what information is
required for signing up and what the deadline for the registration is. If
there's a maximum number of attendees the venue can handle, communicate how the
selection process works and when/how people will be notified if they've been
granted attendance or not.

If there's a waiting list for the event, make sure to explain how it works.

Most registration forms lets applicants enter name, contact details and food
preferences/allergies (if applicable). Depending on your event and your venue,
you might want to ask for additional information - this manifesto lists a few
other topics which might make sense to add to the registration form.

There are also a number of things you probably should _not_ ask for, like
gender, religious preferences etc.

## Venue

Expand All @@ -24,6 +51,9 @@ additional instructions to all attendees well in advance of the event.
Include instructions/contacts/getting in arrangements, too (i.e., what
do to at reception/security desks).

Print big signs that will guide your attendees to the venue (and in some case
inside the venue).

### Accessibility

Hack day venues should be accessible to everyone: at a bare minimum, there
Expand Down Expand Up @@ -65,7 +95,7 @@ remember that this may limit the number of people willing to travel after work.

One of the most frustrating things for attendees to see is two similar events
on the same day in the same area. To avoid this, check places like
[Lanyrd](http://www.lanyrd.com), [Eventbrite](http://eventbrite.com) and ask on
[Lanyrd](http://www.lanyrd.com) and [Eventbrite](http://eventbrite.com), and ask on
twitter "anything going on in X on X". Remember that people may be travelling
long distances for hack days, so even if an event is a few hundred miles away,
you are still diluting your potental audience.
Expand Down Expand Up @@ -162,17 +192,20 @@ abusing the connection to the detriment of all others.

DPI should not be used.

### Ethernet to the Chair _Optional_

In case of WiFi collapse (or if you can't provide adequate WiFi at all) you
should have ethernet available at the chairs. Have at least fast ethernet
feeding into a gigabit backbone arranged in an (extended) star topology.
If you go ethernet-only, announce this up-front. Regardless if you provide
cables or attendees bring their own, you should have a big pile of spare
cables at the venue.

### Single subnet _Optional_

Both wifi and ethernet should share a single subnet, allowing devices to
communicate regardless of how they are connected to the network.

### Ethernet to the Chair _Optional_

In case of WiFi collapse you should have ethernet available at the chairs,
at least fast ethernet feeding into a gigabit backbone arranged in a star
or extended star topology.

## Power

### Power sockets
Expand All @@ -181,10 +214,10 @@ You will need a minimum of 1.5 power sockets available for every seat. That's a
minimum; many attendees will bring two, three, or more devices that require
separate power.

### PAT testing
### Portable Appliance Testing

As stated above, your attendees will be bringing two, three, or more devices
making full PAT tests for every device an impossible endeavour. But if you are
making full PATs for every device an impossible endeavour. But if you are
providing a lot of power strips it can be worth getting them tested.

### Isolated power for hardware hacks _Optional_
Expand Down Expand Up @@ -309,7 +342,7 @@ data and code.

Attendees are often averse to building on top of platforms and datasets that
could disappear or will incur usage fees after an event, try to avoid companies
making resources available only for the duration the event and communicate
making resources available only for the duration of the event and communicate
clearly the risk of building on top of any alpha or beta APIs.

### Local API testbeds _Optional_
Expand All @@ -324,9 +357,10 @@ isolates the live API's from the increased usage the hack day will cause.

If possible, have a shared, public listing of the hacks that have been
submitted. This helps the judges, the attendees and bloggers/journalists who are
covering the event. This can be done with Google Docs, an Etherpad or with a
page on a wiki. Several Hackday bespoke applications exist, too. Plan for that
resource to stay around as a historical record of what was built.
covering the event. You can use Google Docs, Etherpad or a wiki. Several Hackday
bespoke applications exist, too. Make sure that all attendees have write access
and can concurrently edit. Plan for the hack listing to stay around as a
historical record.

### Time limit

Expand Down Expand Up @@ -489,12 +523,18 @@ the procedures are, what you're legally able to do and what kind of misbehaviour
would actually trigger ejection. Some events have instituted safe space and
anti-harassment policies due to widely reported incidents of sexual harassment.

### Finally, keep your crew safe too
### Keep your crew safe too

Working at a hack day, as a volunteer or otherwise, can be a stressful and demanding
job. Make sure your crew are safe, happy and well-fed throughout, and that
you've got enough staff to cope with emergencies or unexpected dropouts!

### Finally, remember to have fun!

If you follow all these guidelines, prepare well in advance, and get plenty of
rest before the big day, you'll maximize your odds of having an event that's
not just successful, but enjoyable as well. Good luck!

## Supporters

<div class="supporters" markdown='1'>
Expand All @@ -513,7 +553,7 @@ you've got enough staff to cope with emergencies or unexpected dropouts!
* [Jonathan Markwell](http://inuda.org/) Inuda Community
* [Hannes Ebner](http://greenhackathon.com/) Green Hackathon
* [Jorge Zapico](http://greenhackathon.com/) Green Hackathon
* [Andy Piper](http://andypiper.co.uk/) hackathon supporter
* [Andy Piper](http://andypiper.co.uk/) Developer Advocate, VMware
* [Sam Cook](http://samlr.com/)
* [Chad McCallum](http://hackdays.ca/) HackDays Organizer
* [Seyi Ogunyemi](http://micrypt.com/)
Expand All @@ -537,10 +577,19 @@ you've got enough staff to cope with emergencies or unexpected dropouts!
* [Syd Lawrence] (http://sydlawrence.com) Developer
* [Matt Clements] (http://mattclements.co.uk) Developer
* [Carter Rabasa] (http://carter.rabasa.com) Developer Evangelist, Twilio
* [Jannette Mensch] (http://design-mensch.de) IxD &amp; Hack Day participant
* [Jannette Mensch] (http://design-mensch.de) IxD &amp; Hack Day participant
* [Alexandre Passant] (http://apassant.net) Music and Data Geek
* [Paul Osman] (http://paulosman.me) Developer Evangelist, SoundCloud
* [Martyn Davies] (http://martyndavies.net) Music Hack Day &amp; Developer Evangelist, SendGrid
* [Chase Southard] (http://openlexington.org) OpenLexington
* [James Darling](http://abscond.org/) Co-founder Music Hack Day and Rewired State
* [Mattias Arrelid](http://arrelid.com/)
* [Jeremy Keith](http://adactio.com/) Founder, Science Hack Day
* [Michael Wawra] (http://wawra.co.uk) Geek
* [Chris Weekly](http://chrisweekly.com/)
* [Sam Smith](http://twitter.com/smithsam) organiser, ex-RS, wears semi-contradictory hats
* [Johan Uhle](http://freenerd.de) Freenerd, Music Hack Day organizer
* [Tim Messerschmidt](https://twitter.com/SeraAndroid) Developer Evangelist, PayPal
</div>

[Fork this project on GitHub][github], add yourself, and send us a pull request.
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