How to Plan a Creative Hackathon in ClickUp

Running a successful creative hackathon is much easier when you organize every step in ClickUp, from collecting ideas to announcing winners and capturing lessons learned.

This how-to guide walks you through using the Creative Hackathon Planner template so your entire event is structured, trackable, and easy to repeat.

Overview of the ClickUp Creative Hackathon Planner

The Creative Hackathon Planner workspace in ClickUp is designed as a multi-stage workflow. Each stage is represented as a list with tasks and subtasks that guide you from planning through post-event actions.

The core stages are:

• Hackathon Backlog
• Hackathon Planning
• Hackathon Execution
• Hackathon Postmortem

Within these stages, you will capture ideas, validate scope, assemble teams, schedule sessions, run the live event, and review results.

Step 1: Capture Ideas in the ClickUp Hackathon Backlog

Start in the Hackathon Backlog list. This is where anyone can propose a hackathon idea so you have a single place to review and prioritize potential projects.

Add a new idea task in ClickUp

1. Open the Creative Hackathon Planner space in ClickUp.
2. Navigate to the Hackathon Backlog list.
3. Click + Task to create a new idea.
4. Give the task a clear, descriptive title that explains the hack concept.
5. Use the task description to outline the problem, possible solutions, and impact.

Each idea task can include:

• Custom fields for priority or category
• Attachments for reference material or mockups
• Comments for team discussion

Refine and align ideas

Use the backlog to have conversations about feasibility and business value. Comment threads keep all context in one place, so you can quickly align stakeholders on which ideas move forward.

Step 2: Move Selected Ideas into ClickUp Hackathon Planning

Once you choose which idea will become your main hackathon project, move its task to the Hackathon Planning list in ClickUp. This list is focused on defining scope and logistics before any hacking begins.

Define clear goals and scope in ClickUp

1. Open the selected idea task.
2. Update the description with specific goals and success criteria.
3. Break work into subtasks for research, design, and development planning.
4. Set due dates leading up to the hackathon day.

Clarifying scope at this stage ensures the project is realistic for the event timeline, and that everyone understands what “done” means.

Set up logistics and communication

Within the same planning list, create additional tasks for logistical items, such as:

• Reserving meeting rooms or virtual spaces
• Defining the event schedule
• Preparing kickoff materials and slides
• Setting expectations for deliverables and presentations

You can @mention participants in comments so everyone receives updates directly inside ClickUp.

Step 3: Onboard Participants and Finalize Details

The planning stage also covers onboarding hackers and reviewers. Use dedicated tasks in ClickUp to make sure nobody misses a step.

Invite hackers and reviewers

1. Create tasks like “Invite Hackers” and “Confirm Reviewers”.
2. Assign the tasks to the organizers responsible.
3. Attach or link invitation emails, registration forms, or calendars.
4. Use checklists to track who has accepted.

Prepare the hackathon workspace in ClickUp

Before the event day, structure your working area so participants can jump in immediately. You can:

• Create a list or board view for hack teams.
• Set up standard task templates for each team, including description, checklists, and custom fields.
• Add views that show workload or timeline so organizers can monitor progress.

Step 4: Run the Event with the ClickUp Hackathon Execution List

On hackathon day, move into the Hackathon Execution list in ClickUp. This list holds tasks and subtasks that represent the active work hackers are doing.

Track real-time progress in ClickUp

1. Create a task for each team or project track.
2. Use subtasks for key milestones like Setup, Prototype, Testing, and Presentation Prep.
3. Encourage teams to update task statuses as they progress.
4. Use comments and @mentions for quick questions and decisions.

This live structure gives organizers visibility into blockers, pacing, and support needs without interrupting the teams.

Document decisions and changes

During execution, requirements often shift. Log any decisions in task comments or in a dedicated notes subtask. Keeping all decisions in ClickUp prevents confusion and provides a clear history for the postmortem.

Step 5: Manage Presentations and Judging in ClickUp

The execution list also supports the presentation and judging phases of your event.

Schedule presentations

1. Create a Presentations task in the execution list.
2. Add subtasks for each team’s time slot.
3. Include links to slide decks, prototypes, or demo environments.
4. Assign each subtask to the presenting team’s lead.

Capture judging feedback and scores

Use tasks or custom fields to store evaluation criteria, such as:

• Innovation
• User impact
• Technical quality
• Presentation clarity

Judges can leave comments and scores directly on the relevant tasks, making it simple to compare entries and select winners.

Step 6: Wrap Up in the ClickUp Hackathon Postmortem List

After the event, move into the Hackathon Postmortem list in ClickUp. This final stage focuses on reflection, outcomes, and follow-up work.

Run a structured postmortem in ClickUp

1. Create a postmortem task for the event.
2. Use a checklist or subtasks for What worked, What didn’t, and Improvements.
3. Invite participants to add comments with their feedback.
4. Attach screenshots, recordings, or presentation files.

This makes it easier to repeat the hackathon in the future with fewer issues and better engagement.

Plan next steps for winning ideas

For winning projects or promising prototypes, convert tasks into ongoing work items. You can:

• Move tasks into a product or engineering space.
• Expand subtasks into full feature roadmaps.
• Assign owners and realistic timelines.

By continuing work from the same tasks, you preserve all hackathon context inside ClickUp for future reference.

Best Practices for Using ClickUp to Run Hackathons

To get the most out of the Creative Hackathon Planner, follow these simple practices.

Standardize your ClickUp workflows

• Reuse the same lists (Backlog, Planning, Execution, Postmortem) for every event.
• Create task templates for idea intake and team projects.
• Define consistent status names so reporting is clear.

Keep communication centralized in ClickUp

• Use comments for questions instead of scattered chats.
• @mention specific owners and stakeholders.
• Pin key information in task descriptions.

Use ClickUp views for visibility

• Board views to see work by stage.
• List views for detailed task management.
• Calendar views for scheduling sessions and deadlines.

Where to Learn More

You can explore the full Creative Hackathon Planner and its structure directly on the official page: ClickUp Creative Hackathon Planner.

For broader strategy, implementation help, or consulting around productivity systems and AI workflows, you can also visit Consultevo for additional resources.

By following these steps and best practices, you can consistently plan, run, and improve creative hackathons using ClickUp as your central source of truth.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

“`