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Credit to Major League Hacking : The Hackathon Organizer Guide is open sourced under the Creative Commons Attribution 4.0 International (CC-BY 4.0) license. Read more here.
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For help with your budget, email MLH: league@mlh.io If you have any feedback or suggestions to improve this template, submit it here: https://hackp.ac/mlh-template-feedback
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[Hackathon Name] Budget
February 30 - 31
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Total Cost$15,843$15,843Attendee/Meal Count MatrixHackersOrganizersVolunteersSponsor RepresentativesNon-Sponsor mentorsHackathon JudgesPer Meal Total
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Cost Per Attendee$62Saturday Lunch20010101050235
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Saturday Dinner (80% Hackers)16077550184
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Midnight Snack (70% Hackers)14053030151
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Sunday Breakfast (30% Hackers)603302068
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Sunday Lunch (60% Hackers)12010510210157
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Total Attendee Estimate2001510101010255
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Snacks & MealsPer Unit CostUnitsSubtotalTotalVendorNotes
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Lunch - Saturday$9235$2,115Remember to note: think about how many volunteers/people you have per meal,
if not all volunteers are present at every meal, don't count them in your meals costs each time (example if you have 30 volunteers over the whole weekend but only 7 present per meal, make sure your budget reflects, 7 extra people to feed, not all 30 of them.) Use the section above to adjust per meal expectations
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Dinner - Saturday$9184$1,656
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Breakfast - Sunday$968$612
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Lunch - Sunday$9157$1,413
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Midnight Snack Saturday$7151$1,057
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Drinks$5255$1,275
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Misc. Snacks$5255$1,275
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Total$9,403
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Swag & BrandingPer Unit CostUnitsSubtotalTotalVendorNotes
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T-Shirts$80$0BrandmakersIf you give these out towards the end of your event instead of the beginning, you can order a little less
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Stickers$1001$100Standout StickersYou can get $125 for StandOut Stickers if you are an MLH Member Event! Ask your HCM for details
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Signage$601$60
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Total$160
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FacitilitesPer Unit CostUnitsSubtotalTotalVendorNotes
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Tables & Chairs$2,5001$2,500
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Total$2,500
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ServicesPer Unit CostUnitsSubtotalTotalVendorNotes
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Wi-Fi Network $2,0000$0Can the WiFi support a large number of people?
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Security$200$0
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Janitorial$200$0
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Total$0
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TransportationPer Unit CostUnitsSubtotalTotalVendorNotes
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Busses$3,5000$0
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Total$0
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MiscPer Unit CostUnitsSubtotalTotalVendorNotes
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Prizes$5012$600Budget options!
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Emergency Fund$2,1151$2,115MLH Note: Should be equivalent to the cost of most expensive meal
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Total$2,715
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HackconPer Unit CostUnitsSubtotalTotalVendorNotes
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Hackcon Ticket$2753$825Start this process early so you can get early bird prices, you can also ask your HCM for a discount code! Talking to your school early about how Hackcon will help grow and improve your event can help get funding approved.
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Travel to Hackcon from the US east coast (train)$803$240Flights if early are going to be ~$350. If you are on the US east coast, a train is a much cheaper and comfier route, usually ~$80 a person
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Travel to Hackcon via flight$3500$0
https://news.mlh.io/how-to-attend-hackcon-for-free-using-your-schools-conference-budget-05-24-2023
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Total$1,065
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For help with your budget, email us at MLH: league@mlh.io
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If you have any feedback or suggestions to improve this template, submit it here: https://hackp.ac/mlh-template-feedback
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