> 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/hacktoberfest-hack-day-offboarding-checklist.md).

# Hacktoberfest Hack Day Offboarding Checklist

Work through this checklist to close out a `Hacktoberfest Hack Day`. Before the Fest begins, assign one host to collect the photos, confirm the OrganizerHQ records, and submit everything MLH needs.

Reimbursement depends on these steps being completed, so do not leave them until the deadline approaches.

{% stepper %}
{% step %}

## Before the Fest Ends

* [ ] Every attendee is checked in through OrganizerHQ while physically present at the venue.
* [ ] Registrations, online participation, and advance or remote check-ins have not been counted as check-ins.
* [ ] Every presenting team has submitted a project.
* [ ] Itemized receipts have been collected and passed to whoever is submitting them.
* [ ] Photos have been taken in line with the venue's consent, privacy, and guardian-permission requirements.
  {% endstep %}

{% step %}

## Record Your Winners

* [ ] Each winning project is recorded in OrganizerHQ before the result is announced in the room.
* [ ] A winner is marked under the [Best Open-Source AI Project challenge](/fest-planning-guide/open-source-prize-categories.md).
* [ ] A winner is marked under any [Hack Days partner prize category](/hack-days-partner-modules.md) assigned to the event.
* [ ] Each winner meets the repository, license, model, harness, or partner-technology requirements for its challenge.
* [ ] Winners were recorded only for the Best Open-Source AI Project challenge, any partner category assigned by MLH, and any optional local challenge run by the host.
* [ ] The project gallery was checked and made public through **Announce Winners** before results were announced in the room.

See [Project Submissions and Winner Selection](/project-submissions-and-judging-for-hacktoberfest-hack-day.md) for the full workflow.
{% endstep %}

{% step %}

## Photos and Event Summary

* [ ] Photos cover collaboration, projects and demos, the opening and closing, the community, and MLH or partner presence.
* [ ] No photo shows anyone who declined to be photographed.
* [ ] No photo exposes screens, badges, or documents containing personal information.
* [ ] Attendee names are not published alongside images without permission.
* [ ] The event summary has been submitted, reporting checked-in attendance, submitted projects, confirmed winners, a short description of what happened, and host feedback.

See [Photography and Promotion](/fest-planning-guide/photography-and-promotion.md) for guidance on what to capture and what to avoid.
{% endstep %}

{% step %}

## Receipts and Reimbursement

* [ ] The Fest was approved as `Hacktoberfest Hack Day`, was free to attend, and took place entirely in person.
* [ ] Every expense claimed is eligible and supported by a complete itemized receipt.
* [ ] Receipts have been submitted through the workflow supplied by the MLH Hacktoberfest team, by the deadline in the approval or onboarding materials.
* [ ] Nothing has been claimed that was purchased independently without advance approval.

{% hint style="warning" %}
Reimbursement is the lower of your approved itemized spending and your country's per-hacker rate multiplied by verified in-person OrganizerHQ check-ins, capped at 50 hackers. MLH cannot reimburse more than you spent.
{% endhint %}

See [Reimbursements](/reimbursements.md) for the current policy. `Hacktoberfest Meetup` events do not receive reimbursement.
{% endstep %}

{% step %}

## Materials and Prizes

* [ ] Event materials were distributed according to the onboarding instructions.
* [ ] The event's confirmed prize information, including any MLH+DEV branded prize swag bags, was communicated accurately to attendees.
* [ ] Attendees were told that prize formats may vary by availability and that some winners may receive digital gift cards instead of physical prizes.
* [ ] Undistributed materials are stored securely and handled according to the onboarding instructions.
* [ ] Any host-funded prizes were kept separate from MLH-provided prizes and reimbursement claims unless approved in advance.

See [Swag](/swag.md) for what an event pack contains.
{% endstep %}
{% endstepper %}

## Final Check

* [ ] Every attendee check-in is complete in OrganizerHQ.
* [ ] Every presenting team submitted a project.
* [ ] Every winner is confirmed in OrganizerHQ.
* [ ] The public project gallery is visible and shows the correct winner labels.
* [ ] Photos follow the event's consent requirements.
* [ ] The event summary has been submitted.
* [ ] Itemized receipts have been submitted.

{% hint style="info" %}
If you cannot find a form, a deadline, or a Ramp invitation, email <hacktoberfest@mlh.io> immediately after your Fest. The reimbursement window may close while you wait.
{% endhint %}

Direct winner questions about delayed or missing prizes to <hacktoberfest@mlh.io> with the event name, the category, and the recorded winning project.


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