Partner Event Policy
Effective from 2021-11-29
Effective from 2021-11-29
This Partner Event Policy explains how Hackathons UK Limited ("us", "we", "our") will collaborate with Partner Events.
This varies depending on whether the event is digital, in-person or hybrid.
In all cases, Hackathons UK endeavours to provide value to hackers, organisers, and other stakeholders of the event.
For the purpose of this document, a Partner Event is one in which the event's organisers and we mutually agree to partner as agreed in writing. This policy serves as the foundation of even partnerships, however, an event is not formally partnered until a full partnership agreement is signed by both parties.
We do not partner with events that break the law or endanger people's safety by facilitating or encouraging in-person gatherings when local laws or regulations forbid this. Before partnering with events we require that they provide both their risk assessment and the details of what COVID-19 related regulations they will be following.
Hackathons UK welcomes partnership requests from the diverse pool of events and organisations running hackathons. As a charitable organisation, Hackathons UK has a small number of requirements on events and organisations with which it partners. Specifically, all partner events (or the groups that run them, e.g. societies) must:
Be clearly and demonstrably for the advancement of education;
Cannot be a 'for-profit' event;
The group must be a registered charity (e.g. students' union), a community interest company (CIC) or similar not-for-profit organisation;
Monies generated from any and all sources (e.g. sponsorship, grants) must be used for the express purpose of supporting the event and group;
Leftover funds from the event must be used for the general running of the society or as working capital for future hackathons run by the group;
Have no control over the intellectual property generated by participants;
where appropriate, encourage participants to release their work as open source, although this remains at the discretion of the participants;
where appropriate, encourage participants to contribute to existing open-source projects, although this remains at the discretion of the participants;
Ensure that participation in the event is free of charge with no fees levied on attendees.
Ensure that the event is primarily for current students, specifically, we expect that 80% of attendees are currently enrolled in formal education, or have been in the last 12 months.
We like to partner with student-run UK hackathons. It is our intention to partner with as many UK student-run hackathons as possible which meet the prerequisites, but we reserve the right to refuse to partner with an event for any reason.
Offer planning support
Promote the event on Hackathons UK's social media channels
Add the event to hackathons.org.uk Events page
Post stickers to events to redistribute to their attendees or local tech communities, if they intend to do so
Add the event's organisers to our Slack workspace, either as single-channel guests or by sharing a channel into the organisers' own Slack workspace where possible
Provide an Event Support Specialist during the days of the event
Run a mini-event at the event
Run a Hackiest Hack challenge and offer a prize
Offer usage of the Hackathons UK Twitch channel, if available and agreed by both parties
Conduct a debrief call with the event organisers
Send a survey to event participants and pass (anonymised) responses onto the event organisers
Post Hackathons UK prizes to prize-winners
Engage with Hackathons UK during the planning process
Include the Hackathons UK logo on the event's website and a link to our website
Add relevant opt-in checkboxes to the event's registration process to facilitate legal collection and sharing of participants' data
These checkboxes are as follows:
Optional Marketing Opt-In Checkbox
I authorise Hackathons UK Limited to send me occasional messages about hackathons and their activities.
Required Administration Opt-In Checkbox
For the avoidance of doubt, the first mention of
Hackathons UK Limited shall have a hyperlink to
https://hackathons.org.uk, and the first mention of
Add our Event Support Specialist/s to all digital platforms the event uses (e.g. Slack, Discord) with the same level of permission as organisers for the purposes of visibility and moderation
Have a slot in the event's schedule for our Event Support Specialist/s to run a mini-event at the event
Have a slot in the event's opening and closing ceremonies where our Event Support Specialist can speak for five minutes in each ceremony
At physical events, the partner event must provide reasonable sleeping accommodation for all attendees
Pass check-in data of those hackers who opted into data-sharing to us
Engage with us during the debrief process
Keep our logo on the website for at least 12 months after the event, or until the website ceases to exist or be relevant (whichever comes sooner)
This policy changes frequently due to the ever-changing nature of how we support events. We reserve the right to change this policy at any time.