| Time | Activity | Description | Personnel/ Resources Needed |
|---|
| Pre-Event |
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| 2 weeks prior | Event Planning and Coordination | - Assemble organizing team.
- Define hackathon goals and themes.
- Coordinate with university IT HUIT 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 |
| 1 week prior | Participant Onboarding | - Send preparatory materials to participants.
- Set up a communication channel for questions and team formation.
| Communication platform |
| Event Day |
|
|
|
| 12:00 PM - 12:30 PM | Registration and Lunch | - Participants arrive, register, and enjoy a light lunch
- Networking opportunities for forming or joining teams.
| Venue, Registration desk, Food and Beverages |
| 12:30 PM - 1:00 PM | Opening Ceremony and Kickoff | - Welcome speech
- Overview of event schedule, rules, and expectations.
- Introduction of mentors, IT support, and any guest speakers
- Explanation of the generative AI opportunities and challenges.
| Speakers, Organizing team |
| 1:00 PM - 1:30 PM | Team Forming and Ideation | - 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.
- Mentors and IT support provide guidance and troubleshoot issues.
- Snacks and refreshments available.
| Mentors, Snacks and Beverages |
| 4:00 PM - 4:30 PM | Break and Networking | - Break for participants to relax and network.
- Refreshments available.
| Food and Beverages |
| 4:30 PM - 6:00 PM | Continued Hacking Session | - Teams continue working on their projects.
- Focus on finalizing solutions and preparing presentations.
| Mentors |
| 6:00 PM - 6:30 PM | Project Submission and Break | - Teams submit 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.
| Judges, Presentation equipment |
| 7:00 PM - 7:30 PM | Judging and Awards Ceremony | - Judges deliberate and select winners
- Recognition given to winning teams and notable participants.
- Closing remarks and thanks to participants, mentors, IT support, and sponsors.
| Judges |
| 7:30 PM | Networking and Event Close | - Final networking opportunities.
- Thank participants for attending and invite them to future events.
- Encourage ongoing collaboration in generative AI.
|
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| Post-Event |
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| Within 1 week | Feedback and Follow-Up | - Send 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 Ongoing project progress |
| Within 2 weeks | Documentation and Knowledge Sharing | - Compile and share any code, resources, or learning materials.
- Encourage ongoing community engagement in generative AI.
| Post to wiki |