Hackathon organisation, from format to final pitch
The hard part of organising a hackathon is not the room. The composition of the jury, the mentor schedule, a rubric written in advance and, over several days, participants' food, rest and connectivity take far more time. Vantage Events has run several hackathons in Azerbaijan. The Karabakh GreenTech Hackathon drew more than 300 applicants in 96 teams; 17 teams were selected and 8 went through to a 24-hour MVP stage. The "Green Karabakh" and B2B Solutions hackathons took place at the Azerbaijan Innovation Center with IDDA and the UNEC Incubation Centre. Format, participant management, venue and facilitation are ours to run.
The objective sets the format
Collecting ideas, producing a prototype and finding teams need different structures. If the goal is ideas, selection is broad and the final is short. If a prototype is needed, mentor hours and workstations become the main resource. We choose the format with the client at the first meeting, starting from this question.
We publish the rubric to participants on day one. It makes the jury's decision transparent and reduces disputes after the final. Two of the three winners of the GreenTech Karabakh hackathon later attracted investment. Ahead of COP29, green technology projects were presented to investors and international guests.
On final day every team gets the same pitching time and the jury uses the same scoring form. Scores are totalled on site and the result is announced on stage, so every participant can see how the winner was chosen.
What's included
- 01Format design and the evaluation rubric
- 02Applications, selection and team formation
- 03Jury and mentor recruitment and scheduling
- 04Venue, connectivity, workstations and rest areas
- 05Catering and logistics for non-stop work blocks
- 06Pitching, the final and the award ceremony
- 07Stage, screens and sound from our own inventory
- 08Results report
How we work
Five steps. Each one ends in a document, so the client can see what is ready at every stage. The word methodology usually stays on a slide. Here each step has an owner, a deadline and an approver written down in advance. As events grow, the steps stay the same and only the documents get thicker.
- 01
Brief and objective
We write down who should do what after the event. The measure of success comes from here, not later.
- 02
Concept and programme
Format, narrative, guest journey and a minute-by-minute programme.
- 03
Drawings and clearance
Stage plan, rigging plan, load calculation. The venue's technical department signs it.
- 04
Build and delivery
The crew works to the drawing. On the day the operating crew stays in the room.
- 05
Derig and report
The venue is handed back. The report sets what was planned beside what happened, cost included.
Technical base
The technical base of the event is ours and does not depend on a rental chain. Our own team produces the drawings. Since 2023 we have delivered 17 projects, and our clients include 15 government and international institutions.
- 1,000 m²
- LED screens
- 920
- lighting fixtures
- 1,200 m
- TÜV-certified truss
- 186
- PA units
- 249
- microphones
- 1,000+
- guests at our largest event
Frequently asked questions
How long should a hackathon run?
The format we use most is two days; the "Green Karabakh" and B2B Solutions hackathons ran that way. If there is a prototype stage, a 24-hour non-stop block is added. We propose the length from the objective and the participant profile.
Do you find the jury and mentors?
Together with the client. We coordinate with government, academic and private partners: invitations, schedules, briefings and scoring forms. Mentor hours are shared equally between teams.
How are participants selected?
Through an online application form and selection criteria published in advance. For "Green Karabakh", 29 teams applied, and 15 teams with 60 participants were selected.
Can a hackathon run at a university or in the regions?
Yes. We check the venue's bandwidth, power and overnight access in advance. If needed, we bring screens, sound and workstations from our own inventory.
What do we receive afterwards?
A results report: application and selection figures, team projects, jury scores, photos and video. The client can pass this report directly to partners.
Do you supply the technical side of a hackathon?
Yes. Stage, LED screen, sound and microphones for the final pitches come from our own inventory. We plan connectivity and power for the work area with the venue so teams can keep working through the night.
Let's discuss your event
A brief can be one paragraph: what the event is, the date, the number of guests and which part you need from us. We reply within one working day with a technical plan and a budget.