> 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/fest-planning-timeline.md).

# Fest Planning Timeline

{% stepper %}
{% step %}

## Four Weeks Before

* Apply to host a Fest at [hacktoberfest.com/host](https://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](/fest-planning-guide/open-source-prize-categories.md).
  {% endstep %}

{% step %}

## 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.
  {% endstep %}

{% step %}

## 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](/fest-planning-guide/fest-opening-guide.md) for the current status of the event materials.
  {% endstep %}

{% step %}

## 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.
  {% endstep %}

{% step %}

## 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.
  {% endstep %}
  {% endstepper %}


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter:

```
GET https://hacktoberfest-handbook.mlh.com/fest-planning-guide/fest-planning-timeline.md?ask=<question>&goal=<endgoal>
```

`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal.

The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.