> 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/project-submissions-and-judging-for-hacktoberfest-hack-day.md).

# Project Submissions and Winner Selection

This page applies to approved `Hacktoberfest Hack Day` events. OrganizerHQ Challenges is mandatory for every Hacktoberfest Hack Day event and cannot be replaced by another submission platform.

Use the [MLH Standard Hackathon Rules](https://github.com/MLH/mlh-policies/blob/main/standard-hackathon-rules.md) as the default: project-specific work happens during the Hack Day. If a different approach better suits your event, explain it clearly before project work begins.

## Confirm the Challenges

Every Hacktoberfest Hack Day runs the [Best Open-Source AI Project challenge](/fest-planning-guide/open-source-prize-categories.md). MLH adds it to your event automatically:

1. Open the public event page while signed in.
2. Select **Challenges** in the “View and submit challenges for this event” banner.
3. Confirm that the Best Open-Source AI Project challenge appears.
4. If the MLH Hacktoberfest team assigned your event a Hack Days partner prize category, confirm that it appears too.

If an expected challenge is missing, email <hacktoberfest@mlh.io>. Do not create a duplicate or add a partner category that MLH did not assign.

You may add an optional local challenge through **Edit Event → + Add Challenge**. Keep it separate from the MLH challenges, which appear automatically. Any local prize is provided by the host unless your event onboarding says otherwise.

## Set the Submission Window

You control when teams can submit:

1. Open the public event page while signed in.
2. Select **Manage Submissions**.
3. Under **Submission Deadline**, set the **Submissions open** and **Submissions close** date and time.
4. Select **Save deadline**.
5. Check the status at the right of the section. It shows **OPEN** while submissions are available.

Open submissions during project time and close them at the project deadline, before demos begin. If the deadline changes, update it here and tell every team.

<figure><img src="/files/pnoHIbuDhFMb0ZNL3WPq" alt="Manage Submissions page with controls for submission open and close times"><figcaption><p>Set and save the submission window from Manage Submissions.</p></figcaption></figure>

## Before Project Work Begins

Tell participants:

* The exact submission deadline
* The Best Open-Source AI Project challenge, any assigned partner category, and any optional local challenge
* When project work may begin
* The required project information
* The demo format and time limit
* How the winning projects will be selected
* That every project being considered for a prize must be submitted and select every challenge it is entering

Open the **Challenges** page yourself and confirm that every category your event is running appears correctly. The **Add Submission** button becomes available only during the saved submission window.

## How Teams Submit Projects

Participants must register through OrganizerHQ and check in at the venue. One team member should then submit the project on behalf of the team:

1. Sign in using the account used to register for the event.
2. Select **Challenges** in the “View and submit challenges for this event” banner.
3. Select **Add Submission**.
4. Enter the project link, project name, description, and technologies used.
5. Add a demo URL if the team has one.
6. Under **Which challenge(s) are you submitting to?**, select every Hacktoberfest, partner, and local challenge the project is eligible to enter.
7. Select **Submit Project** before the deadline.

<figure><img src="/files/TVYYkYSCNc1IvtUX8Umr" alt="Example Hack Day Challenges page with an active Add Submission button"><figcaption><p>Teams start from the event's Challenges page while submissions are open. This example event uses different challenge names from Hacktoberfest.</p></figcaption></figure>

<figure><img src="/files/NiK7rHgqhWHI9EGPc2iU" alt="Project submission form with project link, name, demo URL, description, technologies, and challenge selections"><figcaption><p>Complete the required project fields and select every eligible challenge before submitting.</p></figcaption></figure>

For the open-source challenge, the project link must be a public GitHub repository and the repository must make its open-source license clear. The submission form does not include a separate license-attestation field.

{% hint style="info" %}
The same project can appear once for every challenge it selected, and the total shown in Manage Submissions may count those challenge entries. This is expected; do not treat them as duplicate project forms.
{% endhint %}

## Verify Every Project Before Demos

Return to **Manage Submissions** before demos begin:

1. Identify each unique project in the **All** view and compare it with the teams scheduled to present. Do not rely on the headline total when projects entered more than one challenge.
2. Use the challenge tabs to confirm that the open-source challenge and each assigned partner category have the expected entries.
3. Search by project, hacker, or technology when you need to find a specific submission.
4. Ask a missing team to submit while the window remains open. Apply the same deadline policy to every team.
5. Confirm that the submission window is closed when demos begin, then refresh the list.

<figure><img src="/files/9gBXKY16TkO2GoAFj9Ce" alt="Manage Submissions page with project cards, challenge filters, search, and Mark Winner buttons"><figcaption><p>Review unique projects and use each challenge filter to confirm coverage before demos.</p></figcaption></figure>

## Choose the Winners

Give every eligible submission the same opportunity to present its work. Use the guidance on the relevant challenge page and confirm any repository, license, model, harness, or partner-technology requirements before selecting a winner.

Look for projects that:

* Meet the challenge requirements
* Work well enough to demonstrate
* Use the relevant technology as an important part of the project
* Show originality, learning, or thoughtful technical work
* Explain clearly what the team built and how it works

The Best Open-Source AI Project challenge has one winning team, and every member receives a DEV Badge on their DEV account. 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 uses the prize and eligibility instructions supplied for that category. Hacktoberfest does not use pull-request counts as the basis for these prizes.

## Mark Every Winner

Complete this process before announcing results in the room:

1. In **Manage Submissions**, filter to the relevant challenge.
2. Confirm that the selected project appears under that challenge and meets its requirements.
3. Select **Mark Winner** on the project card.
4. Select **Winner** from the menu.
5. Confirm that the card has a gold **WINNER** badge and that the page reports **Winner saved**.
6. Repeat for the Best Open-Source AI Project challenge, every partner category MLH assigned, and any local challenge you added.

<figure><img src="/files/61nzXbAjSB6ueMcmKLOX" alt="Mark Winner menu with Winner, ranked places, and custom tag options"><figcaption><p>Select Winner for the winning project in each challenge.</p></figcaption></figure>

<figure><img src="/files/eW2yoPAyYLiwjqxG7t6y" alt="Manage Submissions page showing saved winner tags and a Winner saved confirmation"><figcaption><p>Verify the gold Winner badge and saved confirmation before moving on.</p></figcaption></figure>

Keep **Announce Winners** set to **PRIVATE** while selecting winners and checking results.

## Announce Winners and Publish the Gallery

After every winner is correct and you are ready to announce the results:

1. Use **Preview public view** to check how the gallery will appear.
2. In **Announce Winners**, switch the toggle from **PRIVATE** to **PUBLIC**.
3. Confirm that the section now says **WINNERS ANNOUNCED** and **Submissions are public**.
4. Select **View public gallery** and check the published projects and winner labels.
5. Announce the results in the room exactly as they appear in OrganizerHQ.

<figure><img src="/files/OhqLVx15p8RVirLt0FTm" alt="Manage Submissions page with Announce Winners set to Public and a View public gallery link"><figcaption><p>Switch Announce Winners to Public only after every result has been checked.</p></figcaption></figure>

{% hint style="warning" %}
Making winners public also publishes the event's project gallery, including non-winning submissions. Check the projects before switching the toggle.
{% endhint %}


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