Hackathon Event

A weekend hackathon from check-in to demo day: team formation, mentor queue, submissions forum, hidden judging room.

9 categories
50 channels
13 roles
Large

Choose a server, review what will be created or reused, then confirm. Merge keeps what you have; replace rebuilds the server. Vetox takes a safety backup first either way.

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Server structure

Channels

START LINE

hacker-check-in
Welcome. Read #hackathon-rules, pick a track in #pick-your-track and find a team in Team Formation.
hackathon-rules
Eligibility, team size, what counts as prior work, code of conduct and how disputes are handled.
hackathon-announcements
Kickoff, deadline changes, demo order and results. Organisers only.
timeline
Opening, hacking starts, hacking ends, submissions close, demos, results. Posted by the crew.
hacking-clock
Hours left until hacking ends, posted by the crew at fixed intervals.
prizes-and-tracks
The three tracks, what each is judged on, and the prizes for each.
pick-your-track
Pick Web Track, Hardware Track or Data Track so mentors and sponsors can reach you.
sponsor-challenges
Each sponsor posts its own challenge brief and prize here. Ask questions in #booth-questions.

TEAM FORMATION

looking-for-team60s slowmode
No team yet? One message: what you build, what you want to build, which track.
looking-for-members60s slowmode
Team with a gap? One message: the idea, the track, the skill you are missing.
skills-and-intros
Introduce yourself with what you are good at. Recruiters read this channel.
idea-pitches
One thread per idea. Tag the track and what the team still needs; mark it Team full when you are set.
team-registry
Confirmed teams and their members, posted by the crew from the registration form.
Team Finder Lounge

HACKING FLOOR

floor-chat
The main room while hacking is on. Keep questions for mentors in Mentor Help.
team-standups
One short update per team every few hours: what is done, what is next, what is blocked.
resources-and-apis
Datasets, API keys, credits and starter kits, posted by sponsors, mentors and crew.
caffeine-and-memes
The 3am channel.
Hack Room 1
Hack Room 2
Hack Room 3
Hack Room 4
Late Night Lounge
AFK

TRACKS

web-and-apps
Web Track teams: frameworks, hosting, deploy problems, showing each other what works.
hardware-and-iot
Hardware Track teams: boards, sensors, soldering, the parts table.
data-and-ai
Data Track teams: datasets, models, notebooks, the GPU you wish you had.

MENTOR HELP

ask-a-mentor
One thread per problem. Tag the area; a mentor claims it by replying. Tag it Solved when it is.
mentor-queue30s slowmode
Need a mentor at your table or in a Mentor Desk now? One message with your team name and the problem.
Mentor Desk 1
Mentor Desk 2
mentor-loungeHidden from @everyone
Mentors and crew only: who is covering what, teams to check on, the ones that are stuck.

SUBMISSIONS

how-to-submit
What a submission thread must contain, the deadline, and what happens if something is missing.
submissions
One thread per team: repo, demo video, build notes. Tag your track and Submitted; the crew changes it to Needs fix if required.
demo-schedule
Demo order and time slots, posted by the crew.
Demo Stage
demo-questions10s slowmode
Questions for the team on stage. One per message; the host reads them out.
demo-day-chat3s slowmode
Reactions during demos. Be kind; they have not slept.

JUDGING

judging-criteriaHidden from @everyone
The rubric per track and the weighting, posted by the crew.
judge-discussion
Judges and crew only. Nothing here is visible to teams.
scorecards
One message per judge per team with the scores against the rubric.
Deliberation Room

CREW

crew-room
Crew and moderators. Whatever keeps the event running.
run-sheetHidden from @everyone
The hour-by-hour plan, posted by the crew. Moderators read it; crew edit it.
crew-tickets
Tickets opened by hackers land here: access, wifi, lost badges, team changes.
event-logsHidden from @everyone
Vetox posts join, role and moderation logs here.
Crew Voice

Roles

OrganiserAdministrator
CrewModerator
ModeratorModerator
Mentor
Judge
Sponsor
Team Captain
Hacker
Web Track
Hardware Track
Data Track
Muted

Overview

A weekend hackathon server that follows the event from check-in to demo day. Start Line is read-only: #timeline with the opening, hacking-ends and demo deadlines, #hacking-clock where the crew posts the hours left, #prizes-and-tracks, #pick-your-track for the Web, Hardware and Data roles, and #sponsor-challenges where each sponsor posts its own prize brief. Team Formation runs on #looking-for-team, #looking-for-members and an #idea-pitches forum tagged by track and by what a team still needs; confirmed teams land in a crew-posted #team-registry. The Hacking Floor is where the forty-eight hours happen: #floor-chat, #team-standups, a #resources-and-apis channel only sponsors, mentors and crew post in, four six-seat Hack Rooms and a Late Night Lounge. Mentor Help is a forum with a queue channel and two four-seat Mentor Desks, so a stuck team gets a person, not a scroll. Submissions is a forum with one thread per team and a Demo Stage with a slowmoded questions channel beside it. Judging is hidden from everyone but judges and crew: the criteria, a discussion channel, scorecards and a Deliberation Room. The Crew category carries the run sheet, the ticket queue and Vetox logs, invisible to hackers, mentors, judges and sponsors alike.

When to use it

Two hundred hackers arrive on Friday, half of them without a team. By Saturday night thirty teams need a mentor at once, sponsors want their API questions answered, and on Sunday the judges need a quiet room and a clean list of submissions. This layout stages all of that: team formation first, the hacking floor and mentor queue in the middle, a submissions forum and a demo stage at the end, and a judging room nobody else can read.

What makes it different

#idea-pitches is a forum tagged by track and by what a team still needs, so team formation finishes on day one.
Mentor Help is a forum plus a queue channel and two four-seat Mentor Desks, so help arrives as a conversation.
#submissions gives every team one thread with its repo, demo link and build notes, tagged Submitted or Needs fix.
Judging criteria, discussion, scorecards and the Deliberation Room are hidden from hackers, mentors and sponsors.
#hacking-clock and #timeline are crew-posted feeds so the deadline is never a question in chat.

Recommended Vetox setup

Applications
Run team registration through Applications so a captain submits the roster once and the Crew posts the confirmed team in #team-registry.
Reminders
Set Reminders in #hacking-clock at 24, 12, 6 and 1 hours before hacking ends; nobody on the crew has to remember to post them.
Tickets
Use Tickets in #crew-tickets for lost badges, wifi and access problems so the crew queue is private and nothing is missed on the floor.
Self-Roles
Post a Self-Roles panel in #pick-your-track for Web, Hardware and Data so sponsors and mentors can ping the right teams.
Temp Voice
Point Temp Voice at Team Finder Lounge so the fifth and sixth teams get a room without adding permanent Hack Rooms.

Questions

How do teams submit their project?

Each team opens one thread in #submissions with the repo link, demo video and a short build note, then tags it Submitted. The crew checks the thread and changes the tag to Needs fix if something is missing before the deadline.

Where do sponsors fit?

#sponsor-challenges is where each sponsor posts its prize brief and is read-only for everyone else. #booth-questions is public for hackers asking about a sponsor API, and Sponsor Office Hours is a voice room. #sponsor-lobby is private between sponsors and the crew.

Can this run for an online-only hackathon?

Yes. Nothing here assumes a venue: the Hack Rooms replace tables, Demo Stage replaces the auditorium and the Mentor Desks are voice rooms. Add more Hack Rooms or turn on Temp Voice for larger cohorts.

Common mistakes

Skipping the mentor queue and letting teams ping mentors directly, which means the loudest team gets all the help.
Leaving submissions in a text channel, where a repo link posted on Saturday is buried under two hundred messages by demo time.
Letting judges read the hacking floor before deliberation; keep them in their own category so scores are based on the demo.

Consider instead

Game Jam Event The projects are games and you need playtesting and dev logs more than sponsor challenges and a judging panel.

Do you have any doubts?

Our team is there for you

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