Hackathons are great events for Stanford students but when done at a large-scale can consume considerable University resources including space, staffing and funding, both on and off-campus. Given the resources needed for large-scale hackathons the number of large ones is limited and needs to be scheduled, reviewed and approved with the goal of avoiding unecessary conflicts and overuse of university resources.
Tier One: On-campus Focus and Cap of 150
- Must be central to the mission of the group.
- Majority of participants must be Stanford students.
- Off-campus individuals may participate but must be students at another school in the region. All must be over 18.
- 150 people maximum.
- An operational plan including waivers and arrangements for overnight hosting must be submitted prior to review and approval
- Planning for the event must include early consulation with OSE and begin a minimum of a quarter in advance (e.g. three months or more).
Tier Two: On and Off-campus Focus and Cap of 500
- Must be central to the mission of the group and documented in the org's constitution (e.g. hackathons should be included in the org's scope).
- The majority of participants must be Stanford students.
- Off-campus individuals may participate but must be students at another school. All must be over 18.
- 500 people maximum, or less if facility capacity is smaller.
- An operational plan including waivers and arrangements for overnight hosting must be submitted prior to review and approval.
- Staff on-site during overnight.
- Support of a campus partner (e.g. academic or university department) is required.
- Planning for the event must include early consulation with OSE and begin a minimum of six months or more in advance.
- Exhaust on-campus funding sources prior to off-campus sources (tier 2 only). Off-campus sources require prior university approval through a formal application process each Spring.
- Funding from ASSU usually requires that your event should be free for students.
- You must have all necessary funds in your account before your event can be approved, you can sign a contract or advertise the event.
Find a Venue
- Start with OSE's venue sheets. Check 25Live for availability for classroom spaces and Tresidder Union. Please know that there are limits to the number of hackathons permitted in Huang.
- Remember do not book space directly through 25Live.
Contracts and Agreements
- Student orgs cannot make offers or contractual commitments over $500 without OSE approval. You can discuss but do not commit until you have funds, space, and approval.
- Consult with OSE Interns early in the planning stages.
Order Equipment and Services
- Obtain estimates for your work orders very early on in your early planning. A summary of possible equipment and services is here.
- File all necessary work orders as early as possible, at least 3 weeks in advance for small events. Large events with large, variable costs require 6-8 weeks.
- Check out this helpful event supplies checklist.
- Given the long time frame of hackathons, extra custodial will usually be required.
For Final Approval
- A realistic budget with quotes for tech from Events Services.
- Needed funds in your account. Remember to apply to ASSU funding very early.
- A security and noise plan.
- Large and complex events require planning meetings with OSE. Some will require a formal review by the Student Events Group. See OSE for details.
On occasion the university may cancel an event after approval because funds proved insufficient, work orders for required tech or security were not done or other compelling circumstances.
Final Event Checklist