| Time | Activity | Description | Personnel/ Resources Needed |
|---|
| Pre-Event |
|
|
|
| 2 |
- before| prior | Event Planning and Coordination | |
team, define goals, coordinate with IT, prepare challenges, secure venue, set up registration, promote - organizing team.
- Define hackathon goals and themes.
- Coordinate with university IT for support
- Prepare a list of generative AI challenges, tools, references, data
- Secure venue and equipment
- Set up registration and promote the event.
| Organizing team, University IT, Marketing resources |
| 1 week |
before| prior | Participant Onboarding | - Send preparatory materials
|
, create - to participants.
- Set up a communication channel for questions and team formation.
| Communication |
platform | platform (e.g., Slack, Discord) |
| Event Day |
|
|
|
| 12:00 PM - 12:30 PM | Registration and Lunch | - Participants arrive, register, and
|
have lunch- enjoy a light lunch
- Networking opportunities for forming or joining teams.
| Venue, Registration desk, Food and Beverages |
| 12:30 PM - |
13| 1:00 PM | Opening Ceremony and Kickoff | |
, overview , introduction of personnel, explanation of - schedule, rules, and expectations.
- Introduction of mentors, IT support, and any guest speakers
- Explanation of the generative AI opportunities and challenges.
| Speakers, Organizing team |
131313:30-16:00| 1:30 PM | Team Forming and Ideation |
Participants form teams and brainstorm ideas. | - Identify / assign teams
- Teams start brainstorming and select a generative AI challenge.
|
|
| 1:30 PM - 4:00 PM | Hacking Session | - Teams work on their projects
|
with mentor - .
- Mentors and IT support provide guidance and troubleshoot issues.
- Snacks and refreshments available.
| Mentors, HUIT, Snacks and Beverages |
1616| 4:30 PM | Break and Networking |
Short break with refreshments, networking opportunities | - Break for participants to relax and network.
- Refreshments available.
| Food and Beverages |
161730| 00 PM | Continued Hacking Session | - Teams continue working on their projects
|
, start - .
- Focus on finalizing solutions and preparing presentations.
| Mentors, HUIT |
17301800| 30 PM | Project Submission and Break | |
projects, take a short break.18:00-18:30- their projects.
- Short break while organizers prepare for presentations.
|
|
| 6:30 PM - 7:00 PM | Project Presentations | - Teams present their solutions
|
; - to judges and participants
- Each presentation followed by a brief Q&A
|
sessions follow each presentation | Judges, Presentation equipment |
18301900| 30 PM | Judging and Awards Ceremony | |
announce winnersJudges | 19:00- select winners
- Recognition given to winning teams and notable participants.
- Closing remarks and thanks to participants, mentors, IT support, and sponsors.
| Judges, Awards |
| 7:30 PM | Networking and Event Close | - Final networking opportunities
|
; thanking participants- .
- Thank participants for attending and invite them to future events.
- Encourage ongoing collaboration in generative AI.
|
|
| Post-Event |
|
|
|
| Within 1 week | Feedback and Follow-Up | |
feedback surveys, analyze responses, share highlights, thank participants- out a feedback survey.
- Analyze feedback to understand event successes and areas for improvement.
- Share highlights through university channels and social media
- Thank participants and everyone involved.
| Survey platform, Communication platform |
TBD| Within 2 weeks | Documentation and Knowledge Sharing | |
resources and materials, encourage community engagement- any code, resources, or learning materials.
- Encourage ongoing community engagement in generative AI.
| Post to wiki |