> 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/frequently-asked-questions-faq.md).
# Frequently Asked Questions (FAQ)
What is a Fest?
A Fest is an in-person Hacktoberfest event. For more details, [please click here](/hacktoberfest-host-guide.md).
What is the difference between Hacktoberfest Hack Day and Hacktoberfest Meetup?
Hacktoberfest Hack Day events are hands-on events modeled on the [MLH Hack Days program](https://mlh.gitbook.io/hack-days). If participants will build and submit projects for a prize challenge, choose Hacktoberfest Hack Day. Approved Hacktoberfest Hack Day events are eligible to receive swag, subject to availability, receive reimbursement under the current policy, and run the Best Open-Source AI Project challenge.
Hacktoberfest Meetup events are more flexible in format. If your program will consist of talks, demonstrations, discussions, social activities, or workshops, choose Hacktoberfest Meetup. Meetups do not use project submissions or prize challenges. They are eligible to receive swag, subject to availability, but do not receive prizes or reimbursement.
What open-source AI prize challenge does a Hack Day run?
Every Hacktoberfest Hack Day runs the [Best Open-Source AI Project challenge](/fest-planning-guide/open-source-prize-categories.md). It has one winning team, and every member receives a DEV Badge on their DEV account. Depending on availability and your onboarding instructions, MLH may also provide MLH+DEV branded swag bags for the winning team. Hack Days partner prize categories are separate and appear only when MLH assigns one to your event.
Can I add a challenge for my own community?
Yes. MLH adds the Best Open-Source AI Project challenge and any assigned partner category automatically. You may add a separate local challenge through **Edit Event → + Add Challenge**. Keep it clearly separate from the MLH challenges, and provide any local prize yourself unless your onboarding instructions say otherwise.
See [Add an Optional Local Challenge](/organizerhq-tutorial.md#add-an-optional-local-challenge) for the steps.
Do I need judges or mentors for my Fest?
No. Mentors are optional, and a Hack Day does not require a judging panel. The host can select the winners during project demos using the guidance for each challenge.
See [Project Submissions and Winner Selection](/project-submissions-and-judging-for-hacktoberfest-hack-day.md) for the submission, winner, and public-gallery workflow.
Can I host an online or hybrid Fest?
No. These Fest formats are in-person events only. Please see [Hacktoberfest.com](https://hacktoberfest.com/) to learn more about our virtual event offerings.
How long is a Fest?
Every Fest takes place in person on a single day. Hacktoberfest Hack Days must run for at least 3 hours and may not exceed 12 hours; four to six hours is ideal. Meetups may be shorter.
Where can I host a Fest?
You can apply to host a Fest in your local community. Your event must use an approved, in-person venue and meet the requirements in this handbook.
Can one organization host more than one Fest?
Yes, in different cities. We cannot support several Fests from the same team in the same city or metro area because we want to reach communities in more locations.
If your organization wants to host in more than one city, have a different member of your organization apply for each individual event, and include your organization's name in the event name field on every application so we can see that they belong together.
We'd also appreciate an email at before you apply, so we know a group of applications is on its way and can plan for it.
Where do I apply?
Use the [Hacktoberfest application](https://hacktoberfest.com/host). The application will ask about your organization, proposed event, format, venue, and program. The MLH Hacktoberfest team aims to approve events within approximately one week. For an update on your application, contact .
When should I apply?
Apply as soon as you have a workable event idea and enough information for the MLH Hacktoberfest team to review it. We need at least a few weeks' notice; ideally, apply four weeks in advance. We may consider applications with less notice on a case-by-case basis.
Can I apply with a tentative date?
We ask that you have a confirmed date in mind before submitting your application because it helps us with planning. If your plans change and you need to postpone, make sure the new date is still within the October window and notify us at as soon as you make the change.
What are the maximum and minimum numbers of participants for a Fest?
There are no strictly enforced maximum or minimum numbers of participants for a Fest. That being said, we typically find that the ideal size for these events is between 25 and 50 participants. This allows the event to be large enough to facilitate new connections across your community but small enough to stay within our reimbursement limits, which cap at 50 participants (see Reimbursements for more).
Is there a deadline to apply?
There is no fixed deadline, but the sooner you apply the more likely we are to be able to support your event during October. Applying early gives us time to review, confirm, and get swag to you before your date.
If an application reaches us too late to be included in Hacktoberfest, we may convert it to a traditional Hack Day event to be run in November instead, so it is still worth applying even if you are running late.
How are applications reviewed, and what do you look for?
Your event needs to meet the eligibility criteria set out in this handbook, including an in-person event held on a single day with a suitable venue. Hacktoberfest Hack Days must also be free to attend and run for 3 to 12 hours; four to six hours is ideal. The [Fest Formats](/fest-formats.md) and [Securing and Preparing Your Venue](/fest-planning-guide/host-and-venue-guide.md) pages cover these in full.
For now we review all applications on a first-come, first-served basis. If applications begin to outpace our capacity, we may prioritize regions with relatively few existing Hacktoberfest events.
How do registration and check-in work?
Every Fest must use OrganizerHQ for attendee registration and check-in. Hacktoberfest Hack Day events must also use OrganizerHQ Challenges for all project submissions; another submission page cannot replace it. Follow the OrganizerHQ instructions supplied with your approval and see the [OrganizerHQ Tutorial](/organizerhq-tutorial.md) for more details.
Who counts toward my check-in total?
Reimbursement is calculated from verified in-person attendee check-ins in OrganizerHQ. Check attendees in only while they are physically present; registrations, remote participation, and advance check-ins do not count.
What reporting is required for every Fest?
Attendee registration and check-in through OrganizerHQ and post-event photos are required for both Fest formats. Follow any additional reporting instructions supplied by the MLH Hacktoberfest team for your approved event.
Can you send funds in advance of the event?
Unfortunately no, we can only reimburse actual expenses after the event has taken place and in accordance with our reimbursement policies.
Do I need a specific theme?
Your event should broadly match Hacktoberfest's open-source and open-weight AI theme, but you can customize it to suit your community.
Can I use my own branding alongside Hacktoberfest's?
Yes. Your organization's or community's branding is welcome alongside the approved Hacktoberfest branding.
What support does each format receive?
Both formats are eligible to receive Hacktoberfest swag, subject to availability. Hacktoberfest Hack Day events also receive reimbursement under our current policy limits and run the Best Open-Source AI Project challenge. Selected Hacktoberfest Hack Day events may receive an assigned Hack Days partner prize category. Hacktoberfest Meetup events do not receive reimbursement or prize categories.
What is in the swag pack and when does it arrive?
Every approved Fest, in both formats, is eligible to receive a Hacktoberfest event pack. Availability, shipping eligibility, partner assignment, and event timing may affect whether your event receives physical materials. Event packs normally include T-shirts, stickers, and postcards and may include other promotional materials. Some events also receive surprise swag drops while supplies last.
When T-shirts are included, quantities are limited. We send a set number for the Fest, so decide in advance how you want to hand them out. Please don't tell attendees that everyone will get one. We aim to send swag packs before the event start date, but in rare cases the pack may arrive after the event because of shipping delays.
Sticker and postcard quantities are based on your expected attendance. We confirm the exact contents and shipping timing once your event is approved. Surprise drops and partner items are not guaranteed, so wait for confirmation before promising them to attendees.
Every member of the winning Best Open-Source AI Project team receives a DEV Badge. Depending on availability and your event's onboarding instructions, MLH may also provide MLH+DEV branded swag bags for the winning team. Any assigned Hack Days partner prize category is handled separately after the Fest and is not part of the general swag distribution.
Will I have to pay customs or import charges on my swag?
No. MLH handles or reimburses customs duties on event packs, so you shouldn't be out of pocket. If you're asked to pay a charge on delivery, keep the documentation and let us know at .
What expenses can be reimbursed?
Food, snacks, and non-alcoholic beverages are always eligible. Other event expenses may be eligible with advance approval. Review [Reimbursements](/reimbursements.md) and email before making an uncertain purchase.
What does a receipt or invoice need to show?
Keep a complete, itemized receipt for every purchase you intend to claim. Follow the receipt requirements in your Ramp invitation and event onboarding materials, and review [Reimbursements](/reimbursements.md) before spending.
When do I submit receipts, and when will I be paid?
Submit receipts by the deadline in your event approval or onboarding materials. Payment typically takes 30 days from submission, although it can take a few weeks more or less depending on individual circumstances. If a Ramp invitation or deadline is missing, email .
Can the reimbursement limit be increased for my event?
The published country rate and 50-hacker cap apply unless your event approval lists a different rate. If your approval differs from the handbook, follow the approval and email so the guide can be corrected. You may run a larger event, but reimbursement remains capped at the applicable maximum and cannot exceed approved, itemized spending.
Can I volunteer instead of hosting?
We love that you want to get involved, and the most direct way to do it is to host a Fest yourself. We don't run a central volunteer list, so we aren't able to place people with events in their area.
If hosting alone feels like more than you have capacity for right now, consider getting a few friends or people from your community together and hosting as a team. Sharing the organizing work is a common and very effective way to run a Fest, and a Hacktoberfest Meetup can be as simple as a talk, a workshop, or a social gathering around open source.
Can someone from the MLH team attend my event?
No. With Fests running around the world throughout October, MLH team members cannot attend each event in person. Use this guide to plan and run your Fest, and contact with questions before, during, or after the event.
Who should I contact with questions?
Feel free to reach out to us at with any other questions.
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