> For the complete documentation index, see [llms.txt](https://hackdays-guide.mlh.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hackdays-guide.mlh.com/plan-your-event/food-budget-and-reimbursements.md).

# Food, Budget, and Reimbursements

Plan food and event spending within the Hack Day reimbursement allowance.

Plan spending for the number of people you realistically expect to attend, not the registration total. MLH reimbursement is based on verified OrganizerHQ check-ins, eligible spending, and the country-specific allowance for up to 50 hackers.

## Plan Food and Beverages

* Ask about dietary requirements and allergies during registration.
* Choose food that fits the event schedule, venue rules, and expected attendance.
* Confirm the order, delivery location, contact number, and serving supplies 3–7 days before the event.
* Provide non-alcoholic beverages or tell attendees to bring refillable water bottles when appropriate.
* Keep food and drinks away from project hardware and crowded laptop areas.

{% hint style="info" %}
Registration is not an attendance guarantee. Use results from previous events, reminder responses, venue capacity, and local knowledge to estimate attendance. Do not assume the same no-show rate applies to every community.
{% endhint %}

## Control the Budget

Food, snacks, and non-alcoholic beverages are always eligible expenses. Ask <hackdays@mlh.io> for advance approval before purchasing anything else when eligibility is uncertain.

Do not independently buy prizes or swag with the expectation that MLH will reimburse them. Your approval or onboarding materials will explain the partner prizes and event materials assigned to your event.

## Keep Receipts

Keep the complete itemized receipt for every purchase. A card statement, payment confirmation, or total-only receipt does not show what was purchased and may not be sufficient.

See [Receipts and Reimbursement](/close-out-your-event/reimbursements.md) for country rates, submission instructions, and reimbursement conditions.

For comprehensive budgeting and vendor guidance for larger events, use the [MLH Hackathon Organizer Guide](https://guide.mlh.com/general-information/hackathon-budgeting).