Resource:How to Organize A Space Innovation Hackathon

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Introduction

Hackathons originated as an event where computer programmers could come together and work overnight to quickly solve software problems.  Today, a hackathon can be formatted to help any team solve practically any problem that may arise.

Students at Ohio Northern University found a great way to reimagine the hackathon process to innovate the spaces at their school.  The process allowed students to play an active role in the design process that determined both the aesthetics and function of areas that were either newly built or in the process of being renovated.   The events also served as an ideal way to teach design thinking principles to students and instill more innovation on campus.

Needs & Goals

When Alexandra Seda of Ohio Northern University noticed both the lack of student space and the amount of renovation and construction at her school, she saw an opportunity to  solve a problem.  As a University Innovation Fellow, Alexandra was tasked with helping her school provide more opportunities for students to develop innovative and entrepreneurial mindsets. She realized that she could teach design thinking skill to fellow students and organize a hackathon that would maximize the utility of the spaces being renovated.  

Support

Support for a space innovation hackathon would would likely start with your UIF faculty sponsor, and either your school’s dean or the Dean of Students.  They can help connect you to those who have the power to give you and your team control over the space. They can also help you find funding, and meeting places for your planning meetings and event.

Resources, Cost & Funding

Resources and Cost

A hackathon could potentially be a large event with a lot of people attending.  This requires that you and your team plan for the appropriate resources to handle such an event.  You will need to make sure you have a meeting space that is large enough (Dream big - plan for a large space and then fill it!).  

One of the most important tools to get anyone to any event is food.  Hackathons can be long events and you don’t want your participants getting hungry or thirsty.  You may also need to plan snacks and refreshments for you leadership team’s planning meetings.  

Your hackathon should include materials that allow your participants to brainstorm and prototype.  You definitely don’t want to limit their creative potential because you didn’t plan ahead.  This is a great opportunity to put together a collection of prototyping materials that will undoubtedly prove useful even beyond your hackathon.

With all of these necessary resources in mind, start putting together a shopping list for each meeting.  This will help you get a better idea of how much funding you will actually need.  

Funding

All costs are generally covered by applying for grants. To ensure that you receive enough funding, it is best that each member apply for a grant, thus increasing your chances of receiving an award. Most grants can provided enough revenue to hold more than one hackathon if the funds are appropriately budgeted.

Another option fellows should consider is hosting a fundraiser. This can give you access to much needed funding but it can also build awareness of the organization within the university and community.

Again, members of your school's faculty may know where to find extra funds on campus. Don’t hesitate to ask them for tips and tricks when it comes to grants and other fundraising opportunities.

Leadership

As a University Innovation Fellow you may be guided by a faculty advisor, but the organization is ultimately driven by student involvement. Since the program is driven mainly by student involvement, leadership opportunities for your hackathon are yours to fill or delegate. A Hackathon will require leadership skills such as, communication, confidence, delegation, and time management.  Be sure to fill your team with people that possess these qualities and that share your vision for a more innovative campus.

You’ll find that the hardest part about planning and running a hackathon of any type is getting people to attend.  Those you invite to your leadership team for this project can greatly influence both the type and quantity of people that attend.  Successful innovation relies heavily on diversity.  As you build your team, make connections with students and faculty that will inspire a diverse group of students, faculty, and community members to participate in your hackathon.

Launch

Plan the Right Time

Be sure to plan a time for your hackathon when the majority of students and faculty will be able to attend. Alexandra gathered this information by word of mouth, but if a school wide poll can be conducted that is a great option too.

Get the Word Out

No one is going to show up if they don’t know about the event. Print fliers and distribute them, talk to fellow students and spread the word through the grapevine. If your campus has a televised system of announcements, utilize that.

Make It Fun

For any organization to work effectively, the individuals involved need to be comfortable enough with each other so that a limitless flow of ideas can be accessed, and results achieved. By far, the most important thing for maximum effectiveness and impact for any collaborative endeavor is FUN. That's right, fun. A serious atmosphere will stop innovation in its tracks, so it is essential that everyone involved has a good time. If nothing else, it's what keeps people coming back.

If the group is a collection of individuals who are unfamiliar with each other, you can always start with a fun or quirky activity to break the ice. Let people get weird, laugh, and come out of their shell. Anything that gets people thinking just for the fun of it, and to laugh for the sake of absurdity. One example is an activity called “Catch the Sound.” It involves one person throwing an invisible ball to the next person, who mimics the sounds of the previous throwers. It sounds silly, and that's the point. Positive humor is a powerful tool to break the shell of inhibition. Another activity involves creating an improv story, where each person adds a sentence or two, and a random story unfolds. There is no telling where the story will go, and this keeps people engaged with one another. This lets people express their sense of humor, and through that, their inner personality. After everyone is mostly comfortable with each other, it's time to get to “work.” This is the best time to begin brainstorming, ideating, and collaborating. After the silliness of the previous activities, it won't feel like your usual productivity, AKA “work”, but will feel more like fun. It's all about cultivating a great team. One that contains individuals who get along with each other, and who aren't bogged down by the seriousness of everyday life. Let these events become an escape, where people can have fun, and genuinely want to return. Their contribution will subsequently be fueled by positivity. More fun means better results. To a degree, of course.

You Want People To Come Back

Make it a cool thing that is happening, with something different each and every time. In other words, make each event “exclusive.” The activities in each event should be different from the others in the series. That way, people will feel like they are missing out if they miss one. If people feel like they are in with the things that are “trending,” they are sure to participate. Individuals who wouldn't usually come otherwise will end up participating. More people equals better results!

Make and market incentives for coming to the event; whether it’s food (can’t go wrong with the college staple of pizza), or goofy prizes, incentives go a long way to bringing students to your event.

Itinerary

You will want to be prepared with a clearly organized itinerary that schedules everything you want to do at your hackathon.  While this should be very structured in planning, understand that you may want make adjustments in the moment. Plan time for participants to get comfortable by using some of the ideas stated above.  Make sure your participants have enough breaks for food and rest to keep the event vibe fun yet still productive.  

Lessons learned & tips for others

  • Flyers can be a great way to spread the word about your hackathon.  Make sure they match the spirit of your event.  You want something that is not too wordy and well designed.  An eye-catching flyer will go a long way to attract creative participants to your event.
  • A great place to start recruiting is from within your own friend circles.
  • Make sure you use your hackathon as an opportunity to teach design thinking principles to faculty and students at your school.
  • While spreading the ideals of innovation and creativity may be the larger goal in this event, when marketing, be sure to use words that don’t scare people away.  Most people don’t describe themselves as creative or innovative even though they may be (and definitely have the potential to be).
  • Faculty members are the best way to get better participation.