> For the complete documentation index, see [llms.txt](https://hacktoberfest-handbook.mlh.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hacktoberfest-handbook.mlh.com/fest-planning-guide.md).

# Fest Planning Guide

Use this guide after your event has been approved. Every Fest is a one-day, in-person event. Hacktoberfest Hack Days run for 3 to 12 hours, with four to six hours ideal. Attendee registration and check-in through OrganizerHQ and post-event photos are required for both formats.

This handbook covers the Hacktoberfest-specific requirements and workflows. For more general guidance on planning and running an event, use the [MLH Organizer Guide](https://guide.mlh.com/).

## Confirm Your Format

{% tabs %}
{% tab title="Hacktoberfest Hack Day" %}
Plan a free, hands-on event where participants create and submit projects for the [Best Open-Source AI Project challenge](/fest-planning-guide/open-source-prize-categories.md). Hacktoberfest Hack Day events are eligible to receive swag, subject to availability, and receive reimbursement under the current policy. Selected events may also receive an assigned Hack Days partner prize category.
{% endtab %}

{% tab title="Hacktoberfest Meetup" %}
Plan talks, demonstrations, discussions, social activities, workshops, or other community programming. Meetups do not use project submissions or prize challenges. Hacktoberfest Meetup events are eligible to receive swag, subject to availability, but do not receive prizes or reimbursement.
{% endtab %}
{% endtabs %}

{% stepper %}
{% step %}

## Reserve an In-Person Venue

* Choose a safe, accessible space that works for your activities and expected attendance. Hacktoberfest Hack Days run for 3 to 12 hours, with four to six hours ideal.
* Confirm reliable attendee Wi-Fi, enough power outlets, seating, tables, screens or projectors, and microphones when appropriate.
* Set aside space for OrganizerHQ check-in, swag distribution, food or beverages, speakers, and project demonstrations as needed.
* Ask about capacity, accessibility, security, insurance, catering restrictions, loading access, setup time, and any venue-specific rules or fees.
* Complete the [Safety and Code of Conduct](/fest-planning-guide/safety-and-code-of-conduct.md) checklist before the event.
  {% endstep %}

{% step %}

## Plan Food and Beverages

Food and beverages are optional. If you are hosting a Hacktoberfest Hack Day and plan to request reimbursement, review the [current reimbursement policy](/reimbursements.md) before spending. Hacktoberfest Meetup expenses are not reimbursable.

* Notify food vendors 3 to 7 days before the event to reduce last-minute issues.
* Order for a realistic attendance estimate rather than total registrations.
* Confirm plates, utensils, napkins, serving space, dietary information, and cleanup responsibilities.
* If beverages are not provided, ask attendees to bring a refillable water bottle.
  {% endstep %}

{% step %}

## Prepare OrganizerHQ

Every Fest must use OrganizerHQ for attendee registration and check-in. Hacktoberfest Hack Day events must also use OrganizerHQ Challenges for all project submissions. An external registration or submission page cannot replace the required OrganizerHQ workflow.

Make sure the event page includes:

* The approved event name
* Exact start and end times
* A specific venue address and arrival instructions
* A public host contact email
* An event description and schedule
* Accessibility information
* Food or beverage information
* Anything attendees should bring or install

See the [OrganizerHQ Tutorial](/organizerhq-tutorial.md) for more details.
{% endstep %}

{% step %}

## Receive and Distribute Swag

Both formats are eligible to receive Hacktoberfest swag, subject to availability. Confirm the delivery address, identify someone who can receive the shipment, plan how it will reach the venue, and decide how it will be distributed. Keep swag distribution separate from prize delivery.
{% endstep %}

{% step %}

## Communicate With Attendees

Keep your OrganizerHQ event page up to date. Send event-details messages when helpful for information not already covered by MLH's standard emails, such as the exact venue, schedule, accessibility information, arrival instructions, food or beverage details, and any software or preparation needed. Use the approved event name for consistency across events.
{% endstep %}
{% endstepper %}

## Copy-Ready Event Descriptions

{% tabs %}
{% tab title="Hacktoberfest Hack Day" %}

> Join \[Organization] for \[Approved Event Name], a one-day, in-person Hacktoberfest event where participants will build with open-source or open-weight AI, submit through OrganizerHQ Challenges, and compete in the Best Open-Source AI Project challenge. Bring your laptop and your curiosity!
> {% endtab %}

{% tab title="Hacktoberfest Meetup" %}

> Join \[Organization] for \[Approved Event Name], a one-day, in-person Hacktoberfest gathering focused on open-source and open-weight AI. The program will include \[Talks, Demonstrations, Discussions, Social Activities, etc.]. Come meet other members of the community, exchange ideas, and explore how open technology is changing the way we build.
> {% endtab %}
> {% endtabs %}

## During the Fest

As a host, you must:

* Use OrganizerHQ for attendee registration and check-in.
* Follow the [MLH Code of Conduct](https://github.com/MLH/mlh-policies/blob/main/code-of-conduct.md).
* Distribute the swag and promotional materials supplied for the event.
* Run the Fest format you were approved to host.
* Take event photos in accordance with the [Photography and Promotion guidance](/fest-planning-guide/photography-and-promotion.md).

If you are hosting a Hacktoberfest Hack Day, you must also:

* Tell participants when project work may begin. The [MLH Standard Hackathon Rules](https://github.com/MLH/mlh-policies/blob/main/standard-hackathon-rules.md) are the recommended default, but you may use a different approach if you explain it before the Fest.
* Collect every project through [OrganizerHQ Challenges](/project-submissions-and-judging-for-hacktoberfest-hack-day.md).
* Select a winner for the Best Open-Source AI Project challenge and any assigned Hack Days partner prize category.
* Mark one winning team for the open-source challenge and each assigned partner category in OrganizerHQ, then make the project gallery public before announcing the results.

## After the Fest

All hosts must provide event photos and any event summary, feedback, or attendance information requested by the MLH Hacktoberfest team. Hacktoberfest Hack Day hosts must also confirm their winners in OrganizerHQ, publish the project gallery, and submit complete, itemized receipts through the supplied reimbursement workflow.

For questions about planning your approved event, contact <hacktoberfest@mlh.io>.

## Event Checklist

* [ ] Confirm the approved format, official event name, and schedule. Hacktoberfest Hack Days run for 3 to 12 hours, with four to six hours ideal.
* [ ] Secure and inspect an in-person venue.
* [ ] Prepare the emergency plan and Code of Conduct process.
* [ ] Publish the schedule and attendee information in OrganizerHQ.
* [ ] Use OrganizerHQ for registration and check-in.
* [ ] If provided, receive and distribute Hacktoberfest swag.
* [ ] For Hacktoberfest Hack Day events, confirm that the Best Open-Source AI Project challenge appears in OrganizerHQ and use OrganizerHQ Challenges for every submission.
* [ ] For Hacktoberfest Hack Day events, follow the current reimbursement policy and keep itemized receipts.
* [ ] Take and submit event photos.
* [ ] Complete the required post-event reporting.


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