11/3/23 GAI Hackathon

Time	Activity	Description	Personnel/ Resources Needed
Pre-Event
2 weeks prior	Event Planning and Coordination	Assemble 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 prior	Participant Onboarding	Send preparatory materials to participants. Set up a communication channel for questions and team formation.	Communication platform (e.g., Slack, Discord)
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, HUIT, 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, HUIT
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, Awards
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.
Post-Event
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, Communication platform
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