Fest Planning Timeline

1

Four Weeks Before

• Apply to host a Fest at hacktoberfest.com/host and choose Hacktoberfest Hack Day or Hacktoberfest Meetup.
• Identify one day for the event. Hacktoberfest Hack Days run for 3 to 12 hours, with four to six hours ideal.
• Identify an in-person venue or realistic venue plan with reliable Wi-Fi, power, seating, and appropriate presentation equipment.
• Start planning attendee outreach and any speakers, volunteers, or collaborators your format needs.
• If you are hosting a Hacktoberfest Hack Day, review the Best Open-Source AI Project challenge.

2

Two to Three Weeks Before

• Confirm your approved event name, venue, schedule, accessibility information, and event logistics.
• If food will be provided, finalize the vendor and review the reimbursement policy before spending.
• Set up the required OrganizerHQ event page, registration, and check-in workflow.
• Add a copy-ready event description, exact location, start and end times, host contact email, food information, accessibility information, and attendee preparation instructions.
• Confirm whether attendees need any venue-specific or event-specific information beyond MLH's standard emails.
• If you are hosting a Hacktoberfest Hack Day, confirm that the Best Open-Source AI Project challenge and any MLH-assigned partner category appear in OrganizerHQ, then decide how you will select each winner.
• If you are hosting a Hacktoberfest Meetup, confirm speakers, facilitators, session materials, and the run of show.

3

One Week Before

• Send an event-details message if attendees still need venue, schedule, or arrival information that is not already on the event page.
• Finalize the expected headcount and food or beverage order.
• If your Hacktoberfest event pack has arrived, prepare it for distribution.
• Complete the emergency plan and review the MLH Code of Conduct with volunteers.
• Test the OrganizerHQ registration and check-in process.
• If you are hosting a Hacktoberfest Hack Day, test the Challenges button and submission flow, then review the winner guidance for each challenge.
• Review the Fest Opening Guide for the current status of the event materials.

4

Day of the Fest

• Set up the venue, signs, check-in area, swag, food, and program materials.
• Check in every attendee through OrganizerHQ.
• Welcome attendees and explain the Code of Conduct, schedule, and event format.
• Distribute swag and any event-provided materials.
• Take event photos throughout the program.
• If you are hosting a Hacktoberfest Hack Day, follow the project-start guidance you shared with participants, collect every submission through OrganizerHQ Challenges, select and mark every winner, make the gallery public, and then announce the results.
• If you are hosting a Hacktoberfest Meetup, run your talks, demonstrations, discussions, social activities, workshops, or other program.

5

After the Fest

• Submit the required event photos and any requested event summary, feedback, or attendance information.
• If you hosted a Hacktoberfest Hack Day, confirm the winners and public gallery in OrganizerHQ, then follow the reimbursement and prize instructions supplied by the MLH Hacktoberfest team.
• Encourage attendees to reflect on what they learned or built.