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Excelerate HackQuest:�Global Hackathon Project

Presented by Team 9

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Team Members

Team Lead: Preethi Nigam Errala

Project Manager: Sinethemba

Project Lead: Molefi

Project Scribe: Mariyam

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Introduction

Overview of Excelerate HackQuest:

  • Excelerate HackQuest is a Global Virtual Hackathon designed for high schools, undergraduate, and graduate students.
  • It aims to foster innovation, collaboration, and skill-building among young tech enthusiasts worldwide.

Purpose of the Presentation:

  • Showcase project plan, budgeting, quality control measures.
  • Provide Recommendations for the next steps.

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Project Management Tool Selection- Trello

Why Trello?

Trello was selected as our primary project management tool for organizing and tracking tasks efficiently.

We chose Trello because of its:

Ease of Use- Simple and intuitive drag-and-drop interface.

Collaboration Features- Enables real-time task updates, team communication, and seamless coordination.

Task Visualization- Uses a Kanban-style board for tracking progress across different stages.

Task Tracking- Assigns tasks to members with due dates and priority levels.

Scalability- Works well for small and large projects, allowing customization as the project grows.

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Project Plan showcase

Kanban board view

We utilized Trello to manage tasks efficiently, ensuring a structured and organized workflow.

The board provides a visual representation of task progress from To Do In Progress Review Completed.

The system enhanced collaboration, accountability, and transparency among team members.

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Gantt Chart View

Used to track task deadlines, dependencies, and progress milestones.

Helps in timeline management and resource allocation for smooth execution.

Ensures that all tasks are aligned with the hackathon schedule.

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Task Prioritization

  • Tasks were categorized based on urgency, impact, and dependencies.
  • Prioritization aligned with the hackathon timeline and milestone to ensure smooth execution.
  • Critical task like platform setup, sponsorship outreach, and participant onboarding, were given top priority.
  • Urgent deadlines, high-impact tasks, and dependencies guided scheduling decisions.
  • Adjustments were made based on real-time challenges, reallocating resources when needed.
  • Buffer time was added to critical steps for flexibility.

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Effective task prioritization ensures smooth execution by focusing on urgent, high-impact, and dependent activities, allowing flexibility for adjustments during the planning process.

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Budget Proposal Overview

  • Technology & Platform Costs – Virtual event hosting, collaboration tools.
  • Marketing & Outreach – Social media ads, email campaigns
  • Prizes & Incentives – Cash rewards, certificates, giveaways
  • Technical Support & Infrastructure - Helpdesk services, troubleshooting.
  • Event Logistics & Operations – Guest speakers, judging panel.
  • Diversity & Accessibility Initiatives – Captioning, sign language interpreters.

The budget for Excelerate HackQuest is divided into key components essential for seamless event execution.

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Quality Control Framework

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Ensuring a Seamless Experience

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Key Quality Areas

  • Participant Experience: Smooth registration, effective communication
  • Submission Excellence: Clear judging criteria, mentorship support
  • Collaboration & Networking: Dedicated channels, Q&A sessions
  • Technical Support & Security: Platform stability, data privacy measures
  • Stakeholder Satisfaction: Sponsor engagement, real-time feedback collection

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Tools & Processes Implemented

  • Issue escalation matrix, real-time monitoring, feedback loops

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Risk Management Strategy

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Potential Risks & Mitigation Plans

Low Participant Turnout: Early marketing campaigns, partnerships with institutions

Technical Failures: Backup systems, dedicated support team

Sponsorship Gaps: Tiered sponsorship approach, targeted outreach

Judging Bias: Blind review process, standardized scoring rubrics

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Recommendations for Next Steps

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    • Platform testing
    • Participant engagement activities

Final Preparations Before Event Launch

    • More sponsor involvement
    • Expanded mentorship opportunities
    • Improved post-event analytics

Enhancements for Future Hackathons

    • CEO’s approval for final budget allocation
    • Additional resource support if needed

Call to Action

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Q&A

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Thank You for Your Time!

Open Floor for Questions and Discussion