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Managing events

An event is the hackathon or activity hackers take part in. This guide covers every field you edit on an event and the actions available from an event record.

Before you start​

Open https://core.mlhtools.com/resources/events. Access depends on your team — see Who can access Avo.

Fields​

Basics​

  • Name: the event's name.
  • Slug: the event's URL-friendly identifier.
  • Status: the event's state. Pending, in progress, and ended are computed from when the event is published — you don't set them by hand.
  • Starts at / Ends at: the event's start and end times.
  • Private: hide the event from public listings.
  • Format: the event format.
  • Type: the event type.

:::info Maintainer note List the real Format and Type options and when to pick each (they come from Event.event_formats / Event.event_types), plus what Private changes for hackers. :::

Schedule and lifecycle​

  • Published at: when the event was published (read-only; drives Status).
  • Canceled at / Canceled reason: set when an event is canceled.
  • Website URL and Registration URL: the event's public links.
  • Chat URL and Submission URL: the event's chat and submission links. Not required if they're populated via the API.

Description​

  • Short description: one or two lines shown in the event banner (on the project-first landing page).
  • Description: the fuller event description.

Results​

  • Results announced: when on, the event's submissions gallery is public and winner badges are shown. Turn this on once judging is complete.

Images​

  • Logo and Background: the event's images.

Counts (read-only)​

  • Registrations, Check-ins, and Submissions counts are shown for reference.

GHW point calculations (Global Hack Week events only)​

  • Broadcast ID: identifies the event as a GHW event. Setting it also unlocks the one-click GHW challenge actions — see GHW event setup.
  • Broadcast time (EST): the daily trigger time in Eastern, in HH:MM format (e.g. 20:00 for 8 PM EST).

What an event connects to​

  • Sponsorships and Sponsors: the companies sponsoring the event — see Event sponsorships.
  • Event challenges: the challenges attached to the event — see Attach a challenge to an event.
  • Event staff: the people staffing the event — see Event applications, staff, and venues.
  • Participations: the hackers taking part.
  • Program and Series: the program and series the event belongs to — see Programs and submission flows.
  • Parent event and Child events: the event hierarchy. Setting a GHW mini event's parent to the main GHW event is what makes its check-ins count toward bonus swag (done in Organizer HQ) — see GHW event setup.
  • Promo code pools: promo codes scoped to this event — see Promo codes.

Actions​

Events offer several one-click actions (as row controls and in the Actions dropdown):

  • Create Address Challenge / Create GitHub Challenge: the GHW one-click challenge setup — see GHW event setup. (Appear only once the event has a Broadcast ID.)
  • Create Event Sponsorships and Create Sponsorship from MLH Sponsorship: add sponsorships to the event.
  • Upload Devpost CSV and Auto Import Devpost: bring in Devpost submissions.
  • Export GHW Score Calc CSV: export the GHW score calculation.
  • Send Preview EYNTK, Approve EYNTK, Unapprove EYNTK: manage the event's EYNTK ("Everything You Need To Know") communication.

:::info Maintainer note For each action, add the step-by-step and the why: how the EYNTK preview/approve flow works and who approves; when to use Auto Import vs Upload Devpost CSV; and what "Create Sponsorship from MLH Sponsorship" copies over. :::