> 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/run-your-event/opening-ceremony-guide.md).

# Opening Ceremony and Check-in

Check in every attendee and deliver a short, accessible Hack Day opening ceremony.

*Last reviewed: August 2026.*

Keep the opening focused. In most Hack Days, 15–20 minutes is enough to welcome attendees, present the required MLH material, explain the schedule, and make the submission process unmistakable.

## Prepare the Correct Deck

Use the opening ceremony material for the partner assigned to your event:

* [Google Gemini](https://mlh.link/hackdays-gemini-slides)
* **Google Gemma:** Use the opening ceremony materials included in your event onboarding.
* [GitHub Copilot](https://mlh.link/hackdays-github-slides)
* [Snowflake](https://mlh.link/hackdays-snowflake-slides)
* **Cloudflare:** Use the opening ceremony materials included in your event onboarding.
* **Solana:** Use the opening ceremony materials included in your event onboarding.

Make a copy of the deck and edit only the organizer-controlled slides. The slide numbers may change; use the slide titles and placeholders to identify what to update.

## Before Doors Open

* Open OrganizerHQ and confirm that the event and check-in view are available.
* Test the projector, audio, captions, embedded videos, links, and QR codes.
* Download or otherwise prepare an offline fallback for required presentation material when venue Wi-Fi is unreliable.
* Put the OrganizerHQ registration or check-in link where entrance volunteers can reach it.
* Display the MLH Code of Conduct reporting information somewhere attendees can find independently.

## Check In Every Attendee

Check in attendees through OrganizerHQ as they arrive. Do not rely on a paper list or separate form as the attendance record. Resolve missing registrations before the attendee enters when practical.

## Update the Organizer-Controlled Slides

Replace the deck placeholders with:

* Event name, location, and date
* Organizer names, photos, and organization
* The complete event schedule
* Food, venue, and accessibility information
* Any event community or support channel attendees should use
* The event's **Challenges** page and project submission QR code
* The approved partner categories and prize descriptions

Remove any example partner category that was not assigned to your event.

## Deliver the Opening

Cover these points in order:

1. Welcome attendees and introduce the organizers.
2. Explain the Code of Conduct and how to report a concern.
3. Present the required MLH and partner material.
4. Review the schedule, food, venue, and support arrangements.
5. State the exact project submission deadline.
6. Show how to open the event's **Challenges** page, select **Add Submission**, and choose every eligible challenge.
7. Explain the demo and judging format.
8. Explain that organizers will record winners and publish the project gallery before announcing the results.

Use [Project Submissions and Judging](/run-your-event/project-submissions.md) for the attendee submission instructions and [Closing Ceremony and Winner Declaration](/run-your-event/closing-ceremony-and-winner-declaration.md) for the organizer workflow.

## Final Check

* [ ] Every attendee has been checked in through OrganizerHQ.
* [ ] The submission URL and deadline are visible.
* [ ] The event shows only approved partner categories.
* [ ] Attendees know the judging format and closing time.
* [ ] Attendees know how to request help or report a concern.

For broader advice about speakers, production, and ceremonies at full-scale events, use the [MLH Hackathon Organizer Guide](https://guide.mlh.com/general-information/day-of-logistics-and-hacker-experience).