First AI Hackathon? Your Packing List and Pre-Event Checklist

You're going to an AI hackathon!

Exciting, right? But if it's your first time, you probably have a few questions.

"What should I bring?"

"Is my laptop enough?"

"Do I need to sign up for GitHub?"

Since I started joining AI hackathons, I've learned that the preparation can be a little different for every event.

There are the obvious things, like a laptop and charger. But there are also those little things that make you think, "I'm glad I brought this!" or "I should remember that next time."

And sometimes, what you do before the event matters even more than what you pack.

I decided to put together a practical packing list and preparation guide that I can use for my own future hackathons, too.

Hopefully, it'll help you get ready for your first one!

1. First Things First: Check the Event Details

Preparing for a hackathon starts well before you pack your bag.

Once you've registered, take a look at the event page and confirmation emails.

Here are some things worth checking:

Event date, start time, and end time
Venue address, nearest station, and entry instructions
Entry passes, tickets, or QR codes
Whether you're joining individually or as a team
Accounts or services you need to register for beforehand
Event schedule and submission requirements
Whether food and drinks will be provided
Venue rules and restrictions on what you can bring

One thing I especially recommend checking is how to enter the venue.

Some events require a separate entry pass or QR code, even if you've already received a registration confirmation.

You don't want to be standing outside the building, scrolling through emails and wondering how to get in!

2. Set Up GitHub and Other Required Accounts in Advance

This is something I'd definitely tell anyone joining their first AI hackathon.

At my first AI hackathon, I needed a GitHub account.

GitHub is a platform where you can store code and project files and collaborate with other people.

If you're not an engineer, it might be completely new to you.

But engineers aren't the only people who may need to use it at a hackathon.

Creating an account, signing in, or accepting a team invitation for the first time can take up valuable time during the event.

So if the organizers tell you to register for a service, try to get it ready before the event day.

Here are a few things to check:

Do you need a GitHub account?
What will your team use to communicate?
Are there specific AI services or development tools you need?
Is there an online community you're supposed to join?
Have you received all the necessary invitations?

Of course, not every AI hackathon uses the same tools.

There's no need to sign up for everything you can think of. Start with the organizer's instructions.

If you're new to GitHub, you might also find this article helpful.

3. AI Hackathon Packing List

Now for the things to bring!

I've put together a list of items I've found useful through my hackathon experiences, along with a few things that are handy to have.

The tables include checkboxes, so you can use them before leaving home. You can even print them out and check things off with a pen!

Laptop and Tech Essentials

✓	Item	Notes
□	Laptop	For development, presentations, and other work
□	Smartphone	Communication, QR codes, and checking information
□	Chargers	Check both your laptop and phone chargers
□	Mouse	Makes long work sessions more comfortable
□	Extension cord	Outlets may be limited or far from your seat

An extension cord is something I'd personally keep on my list.

The number and location of power outlets can vary a lot between venues. You don't want to discover halfway through the event that you can't easily charge your laptop.

Just remember that some venues may restrict the use of extension cords, so always follow their rules.

Food, Drinks, and Comfort

✓	Item	Notes
□	Water or other drinks	Stay hydrated during long sessions
□	Snacks or light meals	For when you get hungry
□	A light jacket or long-sleeved layer	Air conditioning can make venues cold, even in summer
□	Comfortable shoes	Bring a change of shoes if needed
□	Wet wipes	Clean your hands after eating and before using your laptop
□	A small trash bag	In case you need to take your trash home

One surprisingly useful item is a light jacket or something with long sleeves.

Even in the middle of summer, indoor venues can be freezing because of the air conditioning. If you're sitting at a computer for hours, having an extra layer can make a big difference.

And what about comfortable shoes?

For example, if it's raining and you arrive wearing rain shoes, it might be nice to switch into something more comfortable, like Crocs.

Whether you need a change of shoes depends on the weather and venue, of course.

And don't forget wet wipes!

You grab a snack, finish eating, and go straight back to your keyboard and mouse. Having something to clean your hands with is really convenient.

I also like the idea of carrying a small trash bag, just in case the venue requires you to take your trash home.

Always check the venue's rules about food, footwear, and trash disposal.

Networking, Entry Passes, and Brainstorming

✓	Item	Notes
□	Personal introduction or social media QR code	A digital business card for meeting new people
□	Entry pass or ticket QR code	May be required to enter the venue
□	Notebook and pen	For ideas and brainstorming

One of the best things about hackathons is the people you meet.

There are engineers, designers, businesspeople, and people who are simply curious about AI. You might meet people you wouldn't normally have the chance to talk to.

Having your social media profile QR code ready on your phone makes exchanging contact information easy.

And don't underestimate a notebook and pen!

At my third hackathon, the AI Film Hackathon, our team needed to brainstorm together.

When you're coming up with ideas and trying to organize them, paper and a pen can be surprisingly useful.

Just because it's an AI hackathon doesn't mean everything has to be digital!

4. Preparing for a Team Hackathon

If you're joining as a team, there are a few extra things to check.

One of the most important is simple: make sure you can communicate with your teammates.

For example:

Your teammates' contact details and communication tools
Where and when to meet
How you'll share ideas and project plans
Which development tools you expect to use
How you'll collaborate using GitHub or other services
Who will manage the presentation materials and final submissions

You don't need to decide absolutely everything in advance.

But even having a clear way to contact each other can make the day go more smoothly.

Hackathons are all about turning ideas into something real within a limited amount of time.

A little preparation can give your team more time to focus on creating.

5. Check Submission Requirements and Deadlines Early!

When you think of a hackathon, you might imagine everyone gathering at a venue, building something, and presenting it at the end of the day.

But hackathons come in different formats.

Some are completed in a single day. Others have online preparation and selection stages spread across several weeks.

And for a longer hackathon, keeping track of deadlines and submission requirements is incredibly important!

My Experience at My Fourth Hackathon

My fourth hackathon was the Vietnam Japan AI Hackathon 2026, which involved online preparation and selection stages.

Not everyone could go straight to the pitch stage.

First, teams had to pass a document-based selection process. Only the Top 16 teams would get the opportunity to pitch.

And even before reaching that stage, there were several things to register and submit.

For example:

Team registration: Forming a team and registering the team name and project name
Idea proposal: Submitting a proposal for evaluation in PDF format
Pitch preparation: After making the Top 16, preparing presentation slides and a video for submission

And we couldn't just choose any file format.

The slides had to be submitted in PowerPoint format, and the video had to be an MP4 file.

Naturally, each submission had its own deadline.

So it wasn't just about coming up with a great idea and building something.

You also had to understand what to submit, when to submit it, and which file format to use.

Don't Forget the File Formats!

The exact requirements depend on the hackathon, but here are some things worth checking:

Team and project registration deadlines
Idea proposal submission deadlines
Required file formats, such as PDF, PowerPoint, or MP4
Submission platforms or URLs
Dates for selection results, pitches, and final judging
Deadlines for pitch slides and videos
Presentation time limits and language requirements

With multi-stage hackathons, completing the first submission doesn't necessarily mean you're finished.

If you advance to the next round, there may be new requirements and new deadlines.

That's why I recommend checking the overall event schedule and adding important deadlines to your calendar.

Give yourself enough time before each deadline.

After all the work you've put into your idea or project, it would be such a shame to miss an opportunity because of a deadline or file format!

Your Own Submission and Deadline Tracker

For longer hackathons, you might not know every submission requirement from the beginning.

And when you're focused on passing the first selection round, it's easy to forget about what comes afterward.

So whenever new instructions arrive or you advance to the next stage, add the new requirements to this table!

This is a flexible worksheet based on the types of submissions I've encountered. Every hackathon is different, so feel free to change the items to suit your event.

✓	Submission	Deadline (date & time)	Format / Where to submit
□	Team and project registration	______________	______________
□	Idea proposal	______________	PDF / __________
□	Pitch slides	______________	PowerPoint / __________
□	Pitch video	______________	MP4 / __________
□	__________________	______________	______________
□	__________________	______________	______________
□	__________________	______________	______________
□	__________________	______________	______________

How to use it

Keep only the items required for your event.
Replace any submission names that don't apply.
Write down the deadline time and time zone, not just the date.
Add new requirements when you advance to another stage.
Check the box once you've submitted each item.

You can refer to the table on your phone or print it out and fill it in by hand.

For a hackathon with multiple selection stages, being able to see what's due next, and when, can make a big difference.

6. Final Checklist: The Day Before and the Day Of

Here's a final checklist you can revisit right before the event.

Before the Event

Confirm the venue, event times, and directions
Read the event emails and instructions
Create any required accounts and check that you can sign in
Find your entry QR code or event ticket
Confirm how to contact your team, if applicable
Check required tools and invitations
Review submission requirements and deadlines
Charge your laptop and smartphone
Check venue rules about food, power outlets, and what you can bring

Before Leaving Home

Laptop, smartphone, chargers, and mouse
Extension cord, if needed
Water and snacks
Light jacket or long-sleeved layer
Comfortable change of shoes, if needed
Wet wipes and a small trash bag
Social media or personal introduction QR code
Entry pass or ticket
Notebook and pen
Double-check your meeting time and route

7. Once You're Ready, Enjoy the Hackathon!

I've shared quite a few things to check, but that doesn't mean you need to prepare absolutely everything perfectly before attending.

Some events provide plenty of equipment or support from the organizers.

The important thing is to prepare enough that you can spend the day focusing on ideas, creating something with your team, and meeting new people.

I keep discovering new things every time I join a hackathon.

So I don't see this checklist as something that's finished forever. I'd like to keep updating it as I gain more experience.

Before my next AI hackathon, I'll probably open this article and check my own list again!

And if you're getting ready for your first one, I hope this helps you feel prepared.

Most importantly, enjoy the experience!