The training provided is been conducted within the ECHO project. This project has received funding by the European Union’s Horizon 2020 research and innovation programme under grant agreement No. 830943

Module 2

Organisers roles and tasks

Understand the organisers role and what tasks are involved in organising hackathons and ideathons events. 

Learn what it takes to organise an ECHO Hackathon event. Get to know more about your role of organiser and connected tasks.

Role
Tasks

The organisers role

The organiser guides the event: he or she is the one who takes the floor during the Introduction and the Closing of the event and that guides the Plenary Discussion. He or she both acts, as the one who ensures that structural and organisational aspects of the events are taken care of and respected, and as the one who has a deep insight on what work has to be done by teams and how it is envisaged in ECHO project.

Before the event

Before the event, the organiser ensures that structural and organisational aspects of the events are taken care of and respected. Most importantly, the organisor has a clear view on why the event should happen, what problem statements should be solved in the group sessions, what target audience should be invited and how the outcomes can be further used by ECHO project. 

During the event

The organiser guides the event: he or she is the one who takes the floor during the introduction and the closing of the event. Also, often this role  chairs the delivery of the groups' pitches to the plenary and ensures that the timeslots are respected.

After the event

The organiser should have a clear view on the follow-up after the event, both in terms of learning from feedback (event organisation feedback questionnairs) as in terms of dissemination (social media and newsletter items). In addition, the organiser should also have a clear plan on how to use the output of the groups discussions in the further development of the work in the ECHO project.

Tasks

Based on the defined role, the organiser will have to oversee or perform a number of tasks:

Defining problem statements and target audiences.
Identifying speakers, facilitators and note takers.
Sending the invitations and registration forms.
Grouping the participants according to experience and expertise.
Preparing the venue (physical or Ms Team channels)
Asking participants to sign the attendance list.
Ensuring that the Code of conduct is clearly stated to the participants.
Introducing the event’s expectations and setting the scene.
Introducing the problem statements to the participants.
Ensure that all participants know in which group they are (displaying grouping information).
Ensure time keeping, i.e. that facilitators and groups do switch on time from group discussions to plenary meetings.
Ensure that all necessary tools are available (e.g. post its, (online) whiteboards, online document etc.).
Managing the follow-up to the event (feedback questionnaires, dissemination and incorporation in the ECHO work)

© Copyright Enquirya. All rights reserved.