> 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/so-youre-thinking-about-hosting-a-fest.md).

# So You're Thinking About Hosting a Fest

Hosting a Fest is a way to bring people together in person to learn, experiment, build, and share. Every Fest takes place on a single day. Hacktoberfest Hack Days run for 3 to 12 hours, with four to six hours ideal. You do not need a large team or elaborate production to create a useful event.

## Choose the Right Format

* **Hacktoberfest Hack Day:** choose this format when participants will build and submit new projects for a prize challenge. It is modeled on the [Hack Days program](https://mlh.gitbook.io/hack-days), must be free to attend, and is ideally around six hours long. Your event is eligible to receive swag, subject to availability, and reimbursement under the current policy. It runs the Best Open-Source AI Project challenge, with a DEV Badge for every member of the winning team and possible MLH+DEV branded swag bags depending on availability. Selected events may also receive an assigned Hack Days partner prize category.
* **Hacktoberfest Meetup:** choose this format for a talk, workshop, discussion, social event, or similar community gathering. Meetups do not use project submissions or prize challenges. Your event is eligible to receive swag, subject to availability, but not prizes or reimbursement.

## Getting Started

See the [Fest Planning Guide](/fest-planning-guide.md) for the full checklist. The high-level steps are:

{% stepper %}
{% step %}

## Apply to host a Fest

Apply at [hacktoberfest.com/host](https://hacktoberfest.com/host) and describe the format and organization or event name you want to use.
{% endstep %}

{% step %}

## Receive approval

Confirm the official event name after approval to make sure it looks good to your team.
{% endstep %}

{% step %}

## Secure an in-person venue

Choose a venue with the equipment and accessibility support your program needs.
{% endstep %}

{% step %}

## Plan the schedule

Hacktoberfest Hack Day events need project time, OrganizerHQ submission time, and time to choose the winners. Hacktoberfest Meetup events need a clear speaker or activity plan.
{% endstep %}

{% step %}

## Prepare attendee communications

Share the venue, schedule, arrival instructions, and any preparation required.
{% endstep %}

{% step %}

## Run the event

Distribute swag, take photos, and complete the post-event steps supplied by the MLH Hacktoberfest team.
{% endstep %}
{% endstepper %}

## Tips for a Great Fest

* Scope the event around the time, space, and volunteer support you actually have.
* Communicate early with attendees and with any speakers or volunteers involved in your program.
* Make the venue welcoming, accessible, and easy to navigate.
* For Hacktoberfest Hack Day events, make the [Best Open-Source AI Project challenge](/fest-planning-guide/open-source-prize-categories.md) visible from the start and explain what a strong submission should demonstrate.
* For Hacktoberfest Meetup events, make the session format and audience expectations clear.
* Take photos only with appropriate attendee permission and follow the [Photography and Promotion](/fest-planning-guide/photography-and-promotion.md) guidance.
* Use OrganizerHQ for attendee registration and check-in regardless of format.
* Stay flexible while continuing to run the Fest format you were approved to host.


---

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